Email Etiquette Basics Part 1 of 3

Have you ever received an email with EOM in the subject line?

There are so many acronyms these days that are used in text messaging and in email -- you can find lists of them on the internet. EOM stands for End Of Message. This is used in a subject line when you only had to send a word or phrase (usually an action phrase- "Please fax me the page again") and you are trying to save the reader from having to open the entire message. There are definite advantages to using acronyms but it can also lessen your credibility.

An acronym, such as EOM, should only be used internally. You cannot be certain that someone else you are communicated with outside of the company is familiar with EOM, and you will most likely irritate them if they don't know and need to look it up. Also, business correspondence through email should never take place only in the subject line. Even if you are typing a quick email to a customer, strategic partner, etc., you should always include a topic in the subject, salutation, and closing.

When using such an acronym externally, you are communicating a very informal message. It would be extremely casual to include your entire message in a subject line, so unless you have a personal relationship (outside of business) this should not be used. Please understand that even used internally can cause frustration in the workplace. I know someone who has their MS Outlook set up to open the next email automatically, so the first thing they see is a BLANK email because the person used EOM in the subject line.

This is an example of why you should not use acronyms in your emails externally. There was a director of communications for a local transportation company who had emailed a stranger requesting them to call them back. Their email correspondence was entirely written in the subject line, "Call me at (***)***-**** -EOM". Are you serious? There are several things wrong with this picture. First, with the title "Director of Communications", you would not expect that type of correspondence from a person in this position. Secondly, the receiver had no desire to call a person back who addressed her so casually and rudely. Lastly, the receiver was not familiar with the intentions of this person nor did she know him. In her eyes, she lost all credibility and respect for him.

If you choose to use EOM in your business communication via email, just make sure you are using it internally and with those whom you communicate often with during the day. Make sure they are familiar with EOM and there is an understanding of when/why to use it. An example could be: Subject Line- "Please call me when you get back to your desk- EOM"

Stay tuned next week for other email blunders that you should avoid in order to maintain your credibility!