Being professional when speaking to your client is only half the effort. You have to be just as professional in your written correspondence. One poorly written e-mail could ruin your professional image with that customer, and anyone they speak to regarding the kind of work you do.

Small business owners are spending more time on the computer today. Some of this time is spent receiving and sending e-mails to potential client, clients, and vendors. What are some of the things you can do to ensure your e-mail correspondence is professional?

Proofread
Before you hit that send button be sure you have proofread all correspondence. This means not only doing a spell check, but reading your writing to make sure it is concise and accurate. Do not waste your recipient's time or attention by sending a poorly written, error riddled e-mail.

Appearance
A business e-mail is not the place for cute cartoons, artwork, jokes, or wacky graphics and fonts. It is the place for professional business information. E-mails are the new business card and since you cannot make a first impression again, be sure your e-mails convey what you want it too.

Format
Use business format rules even in your e-mail correspondence. Salutations, body format, and proper closings should be the standard in your business. Be sure every e-mail you send out has your contact information: name, address, phone, fax, and e-mail address. Make it as easy as possible for your client to contact you.

Offensive Content
Certain topics should never be used in a business e-mail. Off-color jokes, sexual comments, religious or ethnic insults, or trashing a competing business are only some of the offensive topics many business people send over their company's e-mail accounts.

As a small business owner, you have to be extra diligent not to send your clients and vendors these kinds of e-mails. Do not tolerate it when clients and vendors send them to you. Be sure to respectfully request they do not send you offensive e-mails in the future.

Business Content
When you have written an e-mail to send, before you hit the send button, ask yourself if your client really needs this information. Are you sending this just to keep in contact with your client, or are you informing him of valuable information? There is nothing more annoying than receiving extraneous information for a business. It is just an e-mail waiting to be deleted and a possible lost client as well.

The Personal Touch
While e-mail is a wonderful business tool for keeping in contact with your clients, do not forget face-to-face communication. Talking with your clients is the best way to avoid the miscommunications that can happen when using e-mails. Especially when there are problems. However, always follow up a phone conversation with an e-mail stating what you thought the problem, and solution, was. It will make sure everyone is on the same page.

Future E-mails Procedures
Even in a small business, your e-mails could be public record. While you will not have the kinds of troubles corporations have had in the past, you should keep all e-mails you receive in a computer file for future reference.

Consider having an internet policy in place before you hire any help, especially if your employees are going to be using your e-mail to contact customers and vendors. Have all new employees sign the policy at the time of hire so they are clear on your position.

Using e-mail as a tool to further your business is great. Making sure you do it in a proper and professional manner is the key to successful business communication.