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Business Email Etiquette Basics for Coaches: A Crash Course in Emailing Effectively

  • By Pam Langord

Popping on my Emily Post hat and getting all prim and proper. LOL!

Today, I’ll be talking about business email etiquette.

That’s right. There is a right way (and a wrong way) to send business emails and I’m here in my cute Emily Post hat to clue you in.

Now don’t get all groanin’-and-moanin’ on me. You need to listen up, Buttercup. Here are the facts.

In today’s technologically connected age, email is THE number one form of communication. Yup! You heard me – numero uno, the big cheese, #1 at the top of the heap.

I mean, just stop a second and think about how many emails you get?

Yeaaaaah… I thought so.

So, ignore email etiquette and chances are you’re kissing new clients goodbye, even before they’ve had a chance to experience your incredible coaching skills.

Because, here’s the thing…

Emails can be misunderstood faster than the words from your mouth.

The tone of an email can be thought of as being rude when in reality, you were only being funny.

The time you take to respond to a prospect can impact whether or not they sign up with you.

Have I scared you enough yet? Lol!

Okay, seriously though… business email etiquette is one of those secret weapons that you can unleash on your competition and eat them for lunch.

I’m not kidding.

You’ll be amazed at the number of people who may be the politest in person but make major gaffes when it comes to email. (I’ll bet you know a few of those people, don’t you? I know I do.)

It’s time for you to leave that crowd and be a part of the select few who do pay attention to email etiquette!

Must-Pay-Attention-To Business Email Etiquette Tips for Coaches

 

1) Introduce Yourself… But Briefly

Unless you’re responding to someone, you need to introduce yourself briefly and quickly. This is especially important if you’re reaching out to someone for the first time.

Quick Fix: Keep a standard introduction ready in a Word/Pages file or if you’re using Gmail, in your canned responses. Tweak the introduction to suit the person you’re reaching out to and you’ll be done in a matter of minutes.

 

2) Respond in a Timely Manner

No one, and really – no one, expects you to be sitting by your inbox, 24×7. However, they do expect you to respond to your emails within 24 to 48 hours.

Anything later than that and you better lead-in with a polite apology for the delay.

Quick Fix: Travelling and unable to check emails on the go? Create a vacation autoresponder explaining the delay and giving an estimated time for your reply, for instance, 3 to 5 business days.

 

3) One-Liners Aren’t Emails

Unless you’re emailing someone who’s a friend, a colleague, or a team member, one-liners aren’t really emails.

If you don’t expect a response from someone, add a “No reply needed” to the top of your email or your subject line.

 

4) Emojis say No to Business Emails

Business emails even when you’re doing your own thing must look and feel professional.

So, skip the emojis and short forms. You don’t have to sound airy-fairy or too big for your boots, chica, but you do have to sound professional and mature enough to coach someone, right?

 

5) All CAPS is Akin to Shouting

This one is basic but you’d be amazed at how many people forget or overlook this.

Using all capital letters is pretty much like shouting on email. In fact, it is “shouting”. So, don’t do it.

Exception to the Rule: If you’ve known the recipient for a while and are excited about some news, ALL CAPS will be fine. Something like “YEAH!!” or “YOU ARE AWESOME”

 

6) “Reply All” Can be Really Embarrassing

Finally, and most importantly, never, ever, ever hit “reply all” unless you’re 100% sure you’re supposed to reply all.  You’d be amazed at the confusion and chaos that can arise. Not to mention, horrible, terrible misunderstandings too.

Yeaaaah… you don’t want that.

There you go, girl!

Business email etiquette, de-mystified just for you.

Have a question? Great! Ask me in the comments and I’ll happily answer for you. I’ll keep having my Emily Post hat on for a bit longer! 😉