Communications Etiquette Dos And Don’t Dos For Freelancers

Whether you’re just starting out as a freelancer or you’ve been at it for years, one of the most important things you can do is maintain your reputation. And a huge part of that is being mindful of how you communicate with people in your professional network and even people outside of it.

Here are some of the main dos and don’ts when it comes to communication:

Takeaways
Effective communication etiquette is crucial for freelancers.
Maintaining professionalism in all forms of communication is essential.
Clear and concise communication helps in building strong client relationships.
Active listening and understanding client requirements are key to successful communication.
Avoiding common communication mistakes can prevent misunderstandings and conflicts.
Regularly improving communication skills is beneficial for freelancers.
Following email etiquette guidelines can enhance professional correspondence.
Proactively managing client expectations contributes to positive outcomes.
Building a support system and seeking feedback can help freelancers grow.
Professionalism should be maintained throughout the freelancing journey.

Email Communication Etiqutte

Use your full name in your email address. This may seem obvious, but it’s worth noting that some people use their first names only, or worse yet, nicknames (even “devilhorns08” would be better than “bobby”). Since the point of email is to communicate clearly and briefly, choosing an appropriate username for your email address is essential to ensuring that others can contact you easily. 

For example, I am Kelly Parker; my preferred professional name is Kelly Parker Smith; my preferred personal name is KPS; and my preferred nickname is KP. If I were using a personal email account for work correspondence, I’d want my username to be “Kelly,” as it’s the most formal of these options (and many servers don’t allow spaces).

Use your full name when introducing yourself in an email. When sending an introductory message to someone whose contact information you found on a website or social media profile—or even when sending a first message to someone in response to their inquiry—it’s most professional to use your full name in the greeting line (“Hi Tim”), instead of just using the person’s first name (“Hi”).

Use your full name when signing off on an email. When ending an initial correspondence with someone new—”Nice meeting you” or something similar—it’s always best practice to include both your first and last names at the end of the message (“Best,” for example), as this may be all he or she knows about you so far.

Use your full name when sending an email to someone you’ve never met. It may seem like common sense that if two people have never met each other they should introduce themselves by saying who they are, but this basic courtesy is often neglected in everyday exchanges between

Mastering good communication etiquette is essential for freelancers. Our guide on 15 things good communication etiquette can do for you provides valuable insights and tips to improve your professional interactions and enhance your freelancing career.

Do Use Your Full Name In Email Communications

In the United States, it’s common to use only your first name when introducing yourself and in email signatures. This is not the case for other parts of the world. In fact, in some places it can be offensive to use a first name only with someone you don’t know personally.

Using your full name is appropriate:

• When you are first introduced via email
• When using an email address that doesn’t reveal your identity (such as Hotmail or Gmail)
• When sending a cold call type email to a prospect (this can be used for warm emails as well)

Avoid using nicknames or variations of your name:

• Don’t use nicknames like “Babs” if you go by Barbara. If “Babs” is widely known as such, then that is fine. But avoid using a nickname or variation of your name if it isn’t widely known. In addition if you go by Betsy and introduce yourself as Betsi on business cards, then stick with one and don’t switch back and forth! It will confuse people who don’t know what your real name is at the office.

• Be sure to include both your first and last names – this makes it easier for others to find you online when they are searching for their contacts list (which may include just initials or no names at all). Use this format: “Firstname Lastname,” which also helps ensure consistency across various communication channels.”

Don’t Forget To Sign Off On All Email Messages And Letters

As the rules of etiquette vary widely across cultures, it’s important to be mindful and respectful of your client’s preferences, but overall, you should always be polite and courteous. Always say thank you and please, because it can make all the difference in building a positive rapport with your client.

Always explain what you want clearly and concisely while also expressing a sense of urgency if necessary; this will help them better understand your requests. Also include your contact information so that they know how to get in touch with you whenever they need to. Include things like your name and email address, as well as a phone number where applicable.

Working from home as a freelancer comes with its own set of etiquette challenges. Check out our article on 16 etiquette tips for those who work from home to discover effective strategies for maintaining professionalism, managing distractions, and fostering work-life balance.

Do Put Relevant Information In The Subject Line Of Emails

Make sure your emails have a clear and accurate subject line.

A blank email subject line is just as bad as an email with no subject at all. If you’re new to a conversation, it’s important to give the recipient some indication of what you’re writing about so that they can decide if it requires their immediate attention or if it can wait until later. Both your sender and your recipient will appreciate a short summary in the subject line, or even just a key word or two that identifies the content of the message.

If the email is in response to something someone else sent, make sure to put something in the subject line that indicates that context.

If you’re replying to an existing thread, make sure to add “Re:” followed by the original subject line—or at least enough of it for readers to understand what you’re talking about. This lets them easily see who the message was sent from, along with its previous history if applicable.

 If you’re responding directly (i.e., not through an email list like Google Groups), this also gives them a better sense of how they might be able to respond appropriately back: if four people are copied on a discussion thread, starting up another reply-all chain may be unnecessary, but sending someone a direct reply can be useful for making sure everyone stays on track and gets useful follow-up information when needed.

Do Spellcheck Emails Before Sending Them

When using an email program, be sure to use the spell check feature before you send off your message. Spell checking is a great way to make sure you’re not making any embarrassing spelling or grammar errors that could confuse the receiver of your message. There are two things to keep in mind about spelling and e-mail. 

First, most email programs have a built-in spell checker that you can run by pressing F7 or clicking on “Tools” and then “Spelling.” You should always make a habit of running this feature before sending an email. It will help catch many misspelled words, but it won’t always catch them all because of how people sometimes spell things differently than what the dictionary has listed as being correct (such as “i” instead of “I”).

Second, even if your spellchecker catches everything accurately, there’s still no substitute for reading over each email thoroughly before sending it off; there’s always something that might slip by with this method!

Effective electronic communication is crucial for freelancers dealing with clients and colleagues. Explore our comprehensive guidelines in 11 guidelines for excellent electronic communication with clients and colleagues to ensure your emails and digital interactions are professional, clear, and respectful.

Don’t Cc Or Bcc People Who Don’t Need To Be Included In A Communication

You don’t need to cc or bcc everyone in a communication, just because. That’s a waste of people’s time.

If you are working on a project and there isn’t something for other people to do, then it’s not necessary to keep them in the loop. Only cc or bcc if someone needs to be involved with the matter at hand. And only cc or bcc someone if they need that information – otherwise let them boost their own ego by seeking out news rather than keeping them in the loop simply because you like them, think they’re cool or want to make them feel important.

Do Avoid Using Abbreviations, Txt Spk, And Emojis When Communicating With Professionals

Abbreviations, txt spk, and emojis are not professional. They should never be used in emails or other formal communications to a potential client or business partner. However, if you are communicating with a close friend, it’s okay to use them as long as it isn’t to discuss matters that could affect your business relationship. 

For example, if you and your best friend Steve are texting about meeting for drinks after work one day, it’s okay to say something like “Can we meet at 6? I got caught up in this horrible traffic jam.” But before he sends you the same text and mentions getting caught up in the “h8ful trfik jm,” remind him that this isn’t an acceptable abbreviation when talking to clients and partners. The same goes for emojis—stick with words only when communicating with professionals.

Don’t Blow Off A Missed Call Without Calling Back Or Following Up In Some Way

Return the call. Call back if you are available or leave a message if you are not. If you cannot reach someone within 24 hours, leave a voice mail message stating when you will try to call again. In some cases, it’s best to send an email rather than leaving a voice mail because it can be easier for the person to respond by email when they have time.

If you need more time to respond to an issue, tell your client when he/she can expect a response from you and then make sure that your reply arrives on schedule.

In today’s business world, people are busy and sometimes need more time than others before they can return calls or emails with answers or information requested. However, even in those cases where the conversation may not be timely or convenient, the simple courtesy of acknowledging receipt of messages goes a long way in building positive relationships with clients or colleagues

Do Always Let People Know If You Can’t Make A Scheduled Meeting, Call, Or Appointment

• Do always let people know if you can’t make a scheduled meeting, call, or appointment. There are few things more frustrating than setting aside time to meet with someone who ends up not showing up. Even if you have the most valid of reasons (the building caught on fire and collapsed; your mom died; the zombie apocalypse has begun), it’s never okay to just not show up

• Let them know as soon as possible that you won’t be able to make it via phone, email or text. If something comes up on the very same day and time, contact that person before they’re expecting to hear from you–you’ll save yourself an awkward call when they call wondering why you haven’t called yet.

• When contacting someone about canceling a scheduled appointment or call, always try your best to be polite and professional. Even if it’s a friend calling off something fun like drinks after work, remember that we all lead busy lives and our time is limited. You should want other people to respect yours–so respect theirs in return!
• Explain why you’re canceling–it’s just good manners!

Enhancing your communication etiquette skills is a must for freelancers. Discover 13 must-know communication etiquette tips in our article, and learn how to navigate various communication channels with confidence and professionalism.

Do Respond To A Voicemail Left For You Within 24 Hours Of Getting It

You can’t always pick up your phone when it rings, and that’s okay. But do respond to a voicemail left for you within 24 hours of getting it, even if it’s just to say you’re taking care of their request and will get back to them soon with more information. Not only does this ensure that you’re not leaving the caller hanging, but it also gives you an opportunity to set expectations as to when they can expect a reply.

Replying doesn’t have to be difficult: even something as simple as “Hi, this is [NAME] from [COMPANY]. I got your message and will get back to you by [DATE].” is enough.

Don’t Leave A More Than Three-Minute Voicemail Unless It’s An Emergency. 

Now on to the don’ts:

• Don’t leave a more than three-minute voicemail unless it’s an emergency. If it’s not an emergency, leave a short message that lets the person know why you’re calling and how much time they should clear in order to respond to your request when they get back in touch with you.

The next time you have a business-related call or voicemail to make, keep these dos and don’ts in mind.

Do Be Polite When Corresponding With Businesses Or People Who Appear To Be Part Of A Corporation 

The most effective way for a freelancer or solopreneur to get the word out about their business is by email. The problem is that many people use this medium inappropriately, so it’s very difficult to make an impression with your message. If you want your message to be perceived as professional and well-written, following these 17 communications etiquette dos and don’t dos will help you achieve that goal:

• “How are you?” — Don’t say this. Think of this expression as both a gateway drug (which leads people into thinking that you’re unprofessional) and a death sentence (which makes them think you have nothing useful or interesting to say).

• “How can I help?” — Don’t say this either. This question is also not professional in any way, shape, or form; it sends the message that you aren’t willing to do what it takes to make things happen in the future. Instead, ask “what can I help you with?”

• “May I ask what your intention is in contacting me?” — Don’t say this either; instead be direct with why are contacting them. If they contact you first, then should be able to figure out why someone would contact them first before starting their own questions back at them.

• “I’m here if needed” — This one is self explanatory; try using sentence structure like “I’m available anytime.” Other options include: availability when needed/if there’s anything I can do/if there’s anything else I can help with

General email etiquette –> •whenever possible use proper grammar and spelling

When emailing: •check spelling – spell checker helps but still not perfect •use proper punctuation – period after every sentence – capitalize only nouns – capitalize all other words – no spaces between commas or periods •edit for grammar errors – don’t use vague words such as “would like” instead use specific phrases that clearly demonstrate what the mood or tone of the

In the competitive business world, good communication etiquette is vital. Dive into our insightful post on why good communication etiquette is vital in the business world to understand the impact of effective communication on building strong professional relationships and achieving success.

Wrapping Up

In your communications with clients and colleagues, do be prompt, respectful, professional, and clear. And don’t send long-winded replies to simple questions, don’t forget or ignore emails, and don’t use text speak. You might think they’re harmless behaviors but they all make you look bad in the eyes of both current and potential clients. 

Good etiquette is important for any freelancer or solopreneur it’s what sets you apart from other freelancers on the market and can help you develop a strong reputation in your niche. It might seem like a no-brainer when it comes to email clients but remember that if there’s anything less than total professionalism behind every message you send out into the world, it may come back to bite you later on! This post was written by Nicole Blanckenberg who blogs at nicoleblanckenberg.com. If you would like to write for The Daily Positive please check our submission guidelines here.

Further Reading

Here are some additional resources for further reading on related topics:

Dos and Don’ts for Freelancers: A comprehensive guide that provides valuable insights and tips for freelancers to navigate their professional journey successfully.

Email Etiquette Tips: Discover practical tips and best practices for maintaining professionalism and effective communication in email correspondence.

Common Mistakes in Client Communication: Learn about common mistakes freelancers make in client communication and how to avoid them for better client relationships and project outcomes.

People Also Ask

What are some basic rules of communication?

• Be attentive.
• Be a good listener.
• Don’t interrupt others.
• Stay focused.
• Think before you speak.

How do you communicate effectively with others?

Effective communication can help solve problems and avoid conflict and frustration since people better understand the situation when they’re all on the same page and working from the same information. In order to effectively communicate, it’s important to not jump to conclusions or make assumptions about what someone meant by a comment or behavior until you’ve had a chance to talk through it in person with that person. 

Breaking down barriers between people goes a long way in preventing misunderstandings and helping everyone feel more connected and get more done as part of a team, whether that team is at work or just among friends and family members. Clear communication also makes people feel heard instead of shut out, which can lead to feelings of resentment if those feelings aren’t addressed properly in time before they have an opportunity to fester into something much worse than constructive criticism or honest disagreements could ever be on their own. 

Strong interpersonal skills will help ensure that any disputes are handled with grace instead of building up over time into fiery arguments that no one ever wants (or wins) if they’re left alone for too long without being addressed properly by both parties involved in the conflict even if you don’t see eye-to-eye on everything, it’s always better for everyone involved when there’s enough mutual respect present among them to discuss their differences openly rather than resorting immediately back down into silence or hostility where nothing gets resolved constructively at all.”

What are some essential dos and don’ts for freelancers?

Dos:

• Maintain clear and regular communication with clients.
• Set realistic expectations and deadlines.
• Deliver high-quality work consistently.
• Continuously improve your skills and stay updated.

Don’ts:

• Overpromise and underdeliver.
• Miss deadlines without proper communication.
• Engage in unprofessional behavior or communication.
• Neglect client feedback and requests.

How can I improve my email etiquette?

To improve your email etiquette:

• Use a professional and concise subject line.
• Keep your emails clear, organized, and focused.
• Use proper greetings and salutations.
• Proofread your emails before sending.
• Respect the recipient’s time and avoid excessive follow-ups.

What are some common mistakes to avoid in client communication?

Common mistakes to avoid in client communication include:

• Poor listening skills and not understanding client requirements.
• Lack of clarity in conveying project updates and progress.
• Failing to manage expectations effectively.
• Ignoring or not responding promptly to client inquiries or concerns.
• Being unresponsive to client feedback and requests for revisions.

How can freelancers build strong client relationships?

To build strong client relationships:

• Communicate openly and honestly.
• Demonstrate professionalism and reliability.
• Provide exceptional customer service.
• Anticipate client needs and offer proactive solutions.
• Seek feedback and continuously improve based on client input.

What should freelancers do to maintain professionalism in their work?

To maintain professionalism as a freelancer:

• Meet deadlines consistently.
• Communicate professionally and respectfully.
• Honor confidentiality agreements and protect client information.
• Take responsibility for mistakes and rectify them promptly.
• Continuously update and enhance your skills and knowledge.