Some 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. While e-mail is considered informal we still have to be cognizant about how the words we use and how we format them can make a difference in how our intent and tone is perceived.
Greetings and Closings Change the Tone
To make my point, I’ll show you how adding greetings and closings — and more detail — can make a difference. Below is an actual e-mail that was sent to me from an e-mailer that believes that greetings, clarity and courtesy are not necessary:
where is that site you mentioned
Hmmm… we talked about several sites. No “Hello”, proper sentence structure or courtesy involved — just a statement of what the sender wants to get across.
Just add a little courtesy…
Okay, let’s just add the basics…
Where is that keyword site you mentioned? I cannot remember the URL…
That’s better! Now, imagine if you took just a little more time to really be a great communicator?
Hope you are having a nice day!
I was wondering if you could send me the URL of that site you told me about that had that the resources I need to finish my keyword research. I just cannot remember the URL.
Thanks in advance for your time and patience!
What a difference, right? The last example is courteous, clear in their request providing the necessary details, and signed off in a manner that makes one not mind having to repeat what was already discussed.
Can you see how the very same request can be perceived differently simply by taking the time to add a little common courtesy? By taking just a bit more time you make sure your communications are welcomed.
Little Efforts Make a Huge Difference!
If you don’t feel these little efforts are necessary in your day to day e-mail activities, you really shouldn’t be surprised if the other side cringes when they see your name in their in box.
Here are a few more of my posts on Greetings and Closings for your reading pleasure: