Business Communication Etiquette

Traveling the yellow brick road of business communication can be akin to walking a tight rope. Emails, phone calls and social media, oh my! 

General Business Communication Information

• Both internal and external communication should be free of sloppy structure, improper grammar, slang, inappropriate verbiage, text speak, industry jargon and acronyms. 
• When used correctly, external business communication can open doors, serve as an introduction and foster business relationships. On the flip side, communication blunders can seriously damage or sever any hope of furthering a business relationship.   

• Internal business communication should be clear, concise and to the point. 

Email

• Everything is rushed these days; however, professionalism should not be one of them!
• Before clicking send, proofread for typos, grammar/spelling errors, and recipient auto fill.
• Make sure attachments are added. Quick Tip: No one wants to receive an email reply that begins with the words "No Attachment." Try adding the attachment before typing the email. 
• Subject lines should be short and state a brief reason for the email.
• Convey the proper tone in an email. Watch your writing words. Phrases such as, "You need to," "this is not our department," "Why did you.....?" is never received well. Why risk angering the recipient? 
• Show compassion. Email boxes are overloaded, and we're all human. It can be easy to glance and forget. If you haven't received a reply to an email, resend using the original email. Too many threads result in missed information. Quick Tip: Try using your word processor's color-coded category tool to organize emails as they are received.
• Avoid "Reply to all." ONLY use when absolutely necessary.
• Never use all caps, slang, or emojis in a professional email.

Chat Groups & Text

• Avoid using all caps, text speak or emojis.
• Chat group/business texts are not the place to test your comedic prowess.
• Refrain from offensive comments, jokes and inappropriate topics.
• Be mindful when adding people to a group chat or text. This recent Defense Department debacle reaped serious repercussions from that very error.  
• Be respectful.
• Be mindful of chat groups replacing human interaction and fostering a work environment of disconnect. Quick Tip: Set aside time for in-person group meetings. In person group meetings allow staff the opportunity to get to know co-workers and help increase company morale.   

Social Media

• Most companies have strict social media conduct policies. Adhere to them!
• Avoid text speak and emojis for business social media.
• Share business posts when applicable.
• When your profile identifies your employer, you represent them 24/7. 
• Never connect with someone on social media and then send an email with a sales pitch. Quick Tip: Social media is for connection and sharing tips and information, please do not abuse the privilege.

Letters 

• Although digital correspondence has somewhat replaced letters, with the exception of "junk" mail, there are occasions when letters are necessary.  
• Proofread for grammar and spelling. Do not rely on spell check! 
• Letter content should intrigue, engage and/or invite further contact.
• Add a reference (RE:) line.
• Form letters are ineffective, usually trashed, and are a waste of time and money.
• Letters should always look professional and sent using company stationary.  

Phone Calls

• Phone calls, while not as common, are still necessary for communication from time to time.  
• Be respectful of time. When a phone call is mandated, if possible, send a prior text regarding the best time to call.
• Be prepared to leave a brief voicemail for the reason of the call. Quick Tip: Due to the uptick in spammers, few people answer a call from a number they do not recognize.

You never get a second chance to make a great first impression, so take it seriously. 

A great first impression can be the beginning of a long, prosperous business relationship.