How to write a courtesy email

January 4, By T. David Gordon An obscure twentieth-century physicist named Albert Einstein said: Before we can assess the impact of the iPod, the iPhone appears; and before we can assess the iPhone, the iPad appears and then the Cloud.

How to write a courtesy email

In other words, are you appalling colleagues with your awful e-mail manners? Clean-up your act with these etiquette tips from the experts. But experts agree that your e-mail behavior has the potential to sabotage your reputation both personally and professionally.

Only discuss public matters. The Manual, and E-Mail: A Write It Well Guide 2. Do not assume the person receiving your e-mail knows who you are, or remembers meeting you. If you are uncertain whether the recipient recognizes your e-mail address or name, include a simple reminder of who you are in relation to the person you are reaching out to; a formal and extensive biography of yourself is not necessary.


Because e-mail can seem so informal, many people fall into this trap. Always remember that e-mail correspondence lasts forever.

Use exclamation points sparingly. The maximum number of exclamation points in a business e-mail? Otherwise, you risk looking childish and unprofessional. Be careful with confidential information. Respond in a timely fashion. Depending on the nature of the e-mail and the sender, responding within 24 to 48 hours is acceptable.

Refrain from sending one-liners. Avoid using shortcuts to real words, emoticons, jargon, or slang. Words from grown, business people using shortcuts such as "4 u" instead of "for you""Gr8" for great in business-related e-mail is not acceptable. Any of the above has the potential to make you look less than professional.

The Importance of Courtesy When Writing Business Letters |

You can get rid of all the e-mail addresses just by deleting. Clean it up, then send it. Be clear in your subject line. It should be reasonably simple and descriptive of what you have written about.

Expect that any e-mail with a cute, vague, or obscure subject will get trashed. Also, proof your subject line as carefully as you would proof the rest of the e-mail. Avoid subject lines that are in all caps, all lower case, and those that include URLs and exclamation points - which tend to look like Spam to the recipient.

Professionalism So how do we write an effective follow up email that actually accomplishes our end goal? Read below to understand the key steps to writing a successful follow up email.

A Write It Well Guide Your subject line must match the message. Never open an old e-mail, hit Reply, and send a message that has nothing to do with the previous one.

Do not hesitate to change the subject as soon as the thread or content of the e-mail chain changes. Provide a warning when sending large attachments. When would be the best time for you? No more than two attachments, and provide a logical name. Also, give the attached file s a logical name so the recipient knows at a glance the subject and the sender.

Send or copy others only on a need to know basis. Before you click Reply All or put names on the Cc or Bcc lines, ask yourself if all the recipients need the information in your message.

Take time to send your messages to the right people. Beware of the "reply all. You want to make sure that you are not sending everyone on a list your answer-;whether they needed to know or not.

Pick up the phone. Also, e-mail should not be used for last minute cancellations of meetings, lunches, interviews, and never for devastating news. If you have an employee or a friend you need to deliver bad news to, a phone call is preferable.

Evaluate the importance of your e-mail. If you overuse this feature, few people will take it seriously.The 5 key steps on how to write a follow up email that actually accomplishes your end goal, including tools and email templates to improve your follow up.

The 5 key steps on how to write a follow up email that actually accomplishes your end goal, including tools and email templates to improve your follow up.

how to write a courtesy email

I like to convey my sincere thanks to you and your family for the courtesy extended to my family during the week’s delightful stay that we had at your home.

We all really enjoyed our stay there. Bathing in the river and the long walk in the woods have become an unfortgettable part of our memory. Do not write anything that you would be afraid to be released to the public.

T. David Gordon

You never know who will see the email you send. Common professional courtesy and etiquette should never go out of style. Thanks for taking the time to read my post. Related: How to Create a Professional Email Signature. For Courtesy Visit, Free sample and example letters.

Sample Letters for For Courtesy Visit - iSampleLetter. A courtesy visit letter may be written after an initial contact has been established.

In most cases, anyway. In a political arena, a courtesy visit letter may be written from one politician to another even if initial contact has not been made.

How to Write a Courtesy Visit Letter Courtesy letters are quite a rage these days – these are formal letters written to an authority to request his or her time for a meeting to discuss an agenda. While there is no actual format that a courtesy letter is written on, one does have to look out for a few things.

25 Tips for Perfecting Your Email Etiquette |