Email Conversations

An email conversation is like a phone call. You are ―talking‖ to other people using email. It is similar to texting or instant messaging. This type of email is more casual than email correspondence. It is usually limited to intra-office communication, never customer communications.

Depending on the requirements of your business or organization, you may use texting abbreviations. However, everyone in the conversation must understand what the abbreviations mean; otherwise, your reader will be confused. Keep in mind, some people still think LOL means little old lady! This is especially important for international companies with a large population of employees for whom English is a second language. Always aim for clarity and understanding!

Email Conversations Are Legal Documents

While email conversations are less formal than email correspondence, they belong to your company and are legal documents. They must be clear, correct and courteous. It is always good to proofread and spell check all emails since they represent you and your position within the company. Even if you use abbreviations, taking the time to ensure accuracy is a mark of professionalism.

Email Correspondence

Email correspondence is anything that would have gone on a piece of paper and anything that goes outside your organization to customers, potential customers, vendors, and so on. In this case, email is an electronic envelope. That’s it. The message moves the email into the realm of business correspondence, and the rules governing business correspondence apply. The fact that you are using an email is irrelevant.