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5 business email etiquette rules you may be breaking

April 07, 2017

Email marketing is a strategic way to connect with both current and potential customers. It allows you to communicate upcoming promotions, information about your operations and provide customer service.

Still, in order to successfully utilize this platform, you should brush up on your business email etiquette. If you frequently commit email faux pas, you may alienate customers. In this post, we’ll detail 5 email rules you should never break, and include business email tips to try instead.

1. Emailing too often – Don’t spam your customers! According to research from TechnologyAdvice, 45.8 percent of survey participants said they flag emails as spam when they receive them too often. Overwhelming the individuals on your mailing list with emails will lead to them hitting the ‘unsubscribe’ or ‘spam’ buttons. Even worse, they’ll likely grow to negatively view your company.

Instead, come up with an email workflow that will allow you to periodically connect with recipients. You’ll still be able to communicate your business’s offerings to them, without going overboard. You can also create settings where your recipients can choose how often they’d like to receive emails from your business. This will likely help you keep them as subscribers.

2. Being impersonal – Understandably, you don’t have time to sit and type individualized emails to each person in your email database. Still, there are ways to customize your sales email template and other emails to make them personalized. You can use formulas that will include the recipient’s name and other information exclusive to them. The more tailored an email is to that specific reader, the more likely they’ll be to respond to your call to action.

3. Sending the same emails repeatedly – In addition to emailing too frequently, sending the same emails repetitively is a business email etiquette rule you should never break. If an email didn’t resonate with your reader the first time, it is unlikely that they’ll be interested after multiple attempts.

Instead, switch up your email messaging. This can include your subject line, content and tone of the email. Maybe the reader isn’t interested in a particular offer, but could be enticed by a different promotion. Make sure that you utilize analytics tools, so that you can determine if there are certain emails that customers either don’t react to, or unsubscribe soon after. This will help you determine how to revise these emails, and the frequency they are sent.

4. Not removing people from your subscription list – If an individual asks you to remove them from your email list, you must comply with their request. Not doing so could result in legal action. This is business email etiquette that you must always follow – even if you don’t want to see your contact list decrease. Monitor your inbox so that you don’t miss customer messages about getting removed from your recipient list. It may also be helpful to have an ‘unsubscribe’ button featured at the bottom of your emails, so that you do not have to remove them manually.

5. Ignoring customer emails – Email marketing shouldn’t just be used to make sales. You should also use it to keep in contact with your existing customers. If clients contact you via email, ensure that they receive a response as soon as possible. You should also train your customer service team on how to respond to customer emails. This way, you won’t risk sending customers a message that isn’t professional or helpful.

Now that you know about these business email tips, you can start refining your sales email template, customer relations emails and other content. It is crucial that you tailor your emails to your customers’ needs, and don’t bombard them with constant messages. If you follow the business email etiquette rules we mentioned in this post, you’ll be able to use email marketing to your advantage!

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