- Don’t Shout. Using ALL CAPS in your e-mail correspondence is the electronic equivalent of shouting. No one likes it when you do that.
- Stick to the Topic. Only discuss one topic in your message; write only about the topic contained in the title of the message. Observing this rule makes it easy for others to find the right information if they must go back and reference your message. If you need to discuss an additional topic, send a separate message and give it an appropriate title.
- Use “cc” Sparingly. Don’t send cc’s to everyone you can think of. Most of the time the people being copied on the message don’t want or need to see it. Don’t even cc your client on every correspondence unless they’ve specifically asked you to do that.
- Be Careful When Using “Reply to All”. Does everybody need to see your reply, or is it really a private message for the sender? Just like the rule for using cc, only send messages to the people who really need to read them.
- Don’t Send Junk E-Mail. Those jokes, chain letters, and urban myths others send you don’t need to go any farther. And you certainly shouldn’t pass them on as your way of staying in touch with people in your sphere of influence. If you’re going to send an e-mail message as a stay-in-touch piece, make sure it contains information that’s really useful.
- Keep Recipients’ Addresses Private. If you must send the same message to a long list of people, help protect the recipients from spammers by hiding their e-mail addresses. To do this, address the message to yourself and blind-copy all of the recipients. That is, send them the message as a “bcc”. That way, no recipient will be able to see the e-mail addresses of any other recipient.
- Select A Professional E-Mail Address. Some brokerages provide you with an e-mail address. If yours doesn’t, make sure the one you’re using looks professional. An e-mail address like “pothead” or “cutebutt” really does send the wrong signal.
- Don’t Send Big Attachments. Learn to optimize the photos you send so they don’t take forever to load and don’t clog the recipient’s inbox.