When I get addressed as “Dear Sir/Madam” in any e-mail, I know the Sender is lazy. How do I know this? Because my sites are so me. With just one or two clicks you know that “Judith” is the person behind the site. I’m not a Sir, nor do I really consider myself a Madam!

So, if one wants to contact me with a business related e-mail and uses this greeting, I know they are probably not too discriminating in who they are contacting with their offer. They just want to get their collateral in front of whomever is behind the site.

One would think they would want to know about the person behind the site before e-mailing therefore actually finding my name. Nope — they don’t care about who I am — they just want to get their message across with the least amount of effort. What do you think that says about your business or “opportunity?”

Then, there are those who e-mail and address me by name. Some use Ms. Kallos or Judith — either way, I know they took a moment of their time to know who they are e-mailing and to address me by name. How nice is that!? I can tell you I take offers or requests from folks who e-mail in that manner much more seriously than the mass form spammers who just want to copy and paste and hit Send.

Particularly in business, this little extra E-mail Etiquette effort goes along way to impressing the other side with the seriousness and professionalism of your request. What is a business person to do if they can’t find a name to specifically address their e-mail to? Pick up the old fashioned telephone and ask! Are we becoming telephobic?

Details matter when it comes to business e-mails. And, more times than not, e-mail is not the best mode of first contact. Make the extra effort to pick up the phone and give a call, introduce yourself and ask if you may e-mail additional information. Now, that’s how you do business!

At your service,
Judith

We all have one or two folks that when we see their name in our inbox it makes us cringe. Speaking from a professional business POV alone, I can say that when I cringe it is because I know the sender is one that is not a clear communicator, rarely takes my recommendations and is basically bossy or terse.

Too many think that starting an e-mail with a nice greeting is trivial or unnecessary. Or to include their name and a closing statement is a waste of time. These are the same folks who make no effort to communicate with clarity or sign off with anything other than their established sig file as though that compensates for a complete lack of courtesy.

Let’s compare based on an actual e-mail received by yours truly. First, the e-mailer who feels greetings, clarity, proper sentence structure and courtesy are not necessary:

my site is not working

What exactly isn’t working? No specifics, no “Hello”, proper sentence structure or courtesy involved — just a statement of what the sender wants to get across.

Now, let’s just add a bit of clarity with a touch of courtesy…

Hello, Judith: Hope you are having a nice day. I was wondering if you could check out an issue with my Web site, please go to our About Us page, paragraph 4. The page’s URL is… (request continues). Thanks for your help!

Carry Client

The second example was courteous, clear in their request by providing the necessary details and signed off in a manner that makes one feel as though their efforts are appreciated.

Can you now see how the very same request can be perceived completely differently simply by taking the time to add some details and common courtesy? Just taking the time to communicate clearly, succinctly and with courtesy will ensure you maintain and nurture the best virtual relationships possible.

If you don’t feel these minor efforts are necessary in your day to day e-mail activities, then you probably don’t mind that the other side literally cringes when they see your name in their in box.

At your service,
Judith