Photo by anyjazz65

If you’re part of a small business, you probably understand the importance of making good decisions — hiring the best and brightest team members, renting the perfect office space, finding the right answering service or virtual receptionist service. The little details matter, too, especially where communication is concerned. Our telephone answering team composes oodles of emails daily, and each live virtual receptionist at Ruby® Receptionists is an expert at making the small businesses we represent look good.

Here are three tips we stand by where email is concerned. Try them — we think you’ll like them too!

  1. Scan for insiders-only terminology. When you’re communicating with someone outside your company, step back and read your email with an outsider’s perspective before sending it. The jargon, abbreviations, and acronyms you use regularly might not make sense to someone less familiar with your business. If you know your recipient well, then abbreviate away, but when building a relationship with someone new, explain any potentially confusing terms.
  2. Use the “To” field wisely. Sending an announcement email to everyone in your address book (or close to it)? Add email addresses to the “Bcc” field rather than the “To” field, so your recipients don’t have to trudge through tons of email addresses before getting to the content of your message. And if you receive an announcement from someone who’s mistakenly grouped you and lots of other folks in the “To” field, click “Reply” to respond, not “Reply All” — otherwise, everyone will get a copy of your response.
  3. Know your names and numbers. Triple check the spelling of your recipient’s name and company name. Spell-check is a great tool, but it’ll let you down where names are concerned, and it can be easy to miss name misspellings during a quick proofread, so slow down and take care with names. Terri might skim over a misspelled word here and there, but she’s sure to notice if you mistakenly end her name in a “y.” Be extra cautious with telephone numbers, too, and any information your recipient might use to contact you (physical address, email address, web URL).

How do you keep your email excellent?  We’d love to hear your go-to email tips!