Updated Notes on Professional Email Correspondence
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•'Netiquette'- Learn the rules of communication on the Internet before implementing the technology. For example, using CAPITAL letters in a message is considered YELLING.
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•Be careful when using sarcasm and humor. Without face to face communications your joke may be viewed as criticism.
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•Keep paragraphs and messages short and to the point. When quoting another person, edit out whatever is not directly applicable to your reply. Be professional and careful what you say about others.
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•Email is easily forwarded. Note: Cc: (stands for "Carbon Copy", which is meaningful if you remember typewriters) This header is sort of an extension of "To:"; it specifies additional recipients; Bcc: (stands for "Blind Carbon Copy"). The idea is to be able to send copies of email to persons who might not want to receive replies or to appear in the headers.
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•Focus on one subject per message. Always include a pertinent subject title for the message, that way the user can locate the message quickly.
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•Answer emails point by point. This will ensure clarity and unnecessary back and forths in professional communications.
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•Set up a signature. Should include your dental office name, address, fax, email, etc. This information will be automatically added to every email you send, giving your correspondence a professional look. See Program on Signatures.
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•Puhleez use an automatic spell checker in your Email program to keep your documents looking professional.
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•Messages stored in the Spam folder should be regularly monitored as real mail may be incorrectly identified as Spam. Once a message is deleted from the Spam folder, it cannot be recovered.
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•Finally, check out How to Use Mailing Lists: Posting and Replying to List Messages.
For more, see article in RDH Magazine by Margaret J. Fehrenbach, RDH, MS, Professional E-Mailing in the Dental Office.
