Deborah OConnor September 30, 2013

Is it really that important that your business correspondence is letter-perfect? Does anyone care anymore that punctuation and grammar are perfect? Do emails have to be grammatically correct? Absolutely — it is of the utmost importance, as you will be judged by the care you take when communicating. Here are some tips to ensure that you are letter-perfect.

Brush up on your grammar. Proper spelling and grammar increase the likelihood of a positive response to your correspondence. They also demonstrate that you care about attention to detail. If you send a letter or email that is filled with misspellings and grammatical errors, you will quickly convey the message that you don’t care enough to proofread. Clients will also wonder whether proper attention is being given to their accounts.

Use Spellcheck. I cannot emphasize this enough. You would be surprised by how many people are too lazy to do this. It’s easy to use and quite convenient, so don’t skip this step.

Always have the correct contact information for the clients you are contacting. Make sure that their names are spelled properly and that you have titles and address correct. Attention to detail in this area is essential. Imagine the client’s surprise if you misspelled their name or used the wrong title. You can always look them up on the Internet or call their company and ask the receptionist for the proper information.

Make sure your document looks sharp and pleasing to the eye. Avoid using too many different fonts. Not only does it look confusing, it lacks the professional touch. Be consistent in your formatting. If you indent the beginning of your paragraphs, be sure you do it throughout the document. Consistency is important, so make it a habit to double-check your letters and documents.

Make sure your emails are not too cutesy and informal. In business it is important to remain professional. Too many people use abbreviations and slang and it comes across as curt, rude, and even a bit crude. It simply does not send a business-like message. Many people find it easy to be rude and impersonal in an email, whereas they would never do so in person. Always ask yourself if you would talk this way if you were face-to-face with the recipient. By humanizing your messages, people will know that you are interacting with them as people. Also, always include your contact information in your email. Using an automated signature saves you time and it’s always there. Remember, only email those persons to whom the email pertains. Be very careful about hitting “reply all”. Many a career has taken a wrong turn over this.

Use texting and phone messages appropriately. Remember, not everyone is available 24/7. When you text someone or leave them a voicemail, they are not obligated to answer immediately. Be patient and polite.

When sending documents overnight, be a person of your word. If you tell a client that you will absolutely overnight the packet to them, make sure you follow through. Email them the tracking number, and check it yourself to make sure it arrived on time. If there is a problem, own up to it right away by calling the recipient. Being a person of your word says a lot about you and your business practices.

Deborah O’Connor is a social strategist and founder and president of Successful Image LLC with offices in Columbia and Atlanta. She offers training and seminars on image management, workplace etiquette, and social skills necessary to succeed in life professionally and personally. Contact at:  [email protected]        www.successfulimage.biz