The Power of Professional Emails

If you send or receive emails as part of your job (and who doesn't?) then you know the difference between emails to which you want to respond, and those you want to delete. There are certain phrases or grammar that are likely to send people over the edge so it's very important to make sure your staff-from management down-are using proper email etiquette. Your front desk staff may be emailing patients and your clinical staff may be emailing other providers. Maintaining professionalism in these communications is imperative. Here are some general tips:

• Do not send emails with words in all caps, unless it's an initialism or acronym. All caps is perceived as shouting and is inappropriate in business emails.

• Do not overuse the italics, bold, highlight or colored-font tools. Emails with these come across as aggressive.

• Do not use exclamation points excessively. It is unlikely you're emailing anything that warrants one, or worse, three. Punctuation doesn't get your staff excited. Exciting information does.

• Manners are everything. Begin and end with a formality and use polite terms even when you're upset and trying to get a point across. Snarky comments and back-handed compliments don't belong in work emails. State facts and be genuine.

• Proofread, proofread, proofread. Read aloud before you hit "send" if you're unsure how it sounds.

This may seem like basic information, but many office staff have never been properly trained. Hopefully, your management is following these protocols so your staff will emulate them. Don't offend your staff/co-workers, patients or outside providers. Be polite, use proper grammar and punctuation, and represent your practice in a positive light.

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