1. Email Etiquette

• Use clear and concise subject lines.

• Begin with a professional greeting (e.g., "Dear Mr. Smith" or "Hello Sarah").

• Keep emails brief, focused, and to the point.

• Avoid jargon or overly technical language unless necessary.

• Use proper grammar, punctuation, and spell-check.

• End with a professional closing (e.g., "Best regards," "Sincerely").

• Include a clear call to action or next steps.

• Add a professional signature with contact information.

• Respond to emails within 24-48 hours.

2. Phone Communication

• Answer calls promptly and with a friendly tone.

• Introduce yourself and your company clearly.

• Listen actively; avoid interrupting the caller.

• Use polite and professional language.

• Confirm details and summarize key points discussed.

• End the call with a polite farewell and a summary of next steps.

• Follow up with an email recap of the conversation, if needed.

3. Text and Instant Messaging Etiquette

• Use texts for quick, non-urgent communication only.

• Avoid using slang, emojis, or overly casual language.

• Keep messages short and professional.

• Confirm the best time to text a client or colleague.

• Include your name and context in the initial message.

• Respond promptly and courteously.

4. In-Person Communication

• Maintain eye contact and open body language.

• Start with a firm handshake and a friendly greeting.

• Listen attentively and avoid distractions (e.g., checking phone).

• Ask open-ended questions to encourage conversation.

• Acknowledge the other person’s concerns and emotions.

• Summarize key points and confirm understanding.

• Close the conversation with clear next steps or follow-up actions.

5. Virtual Meeting Etiquette

• Test technology and internet connection beforehand.

• Dress appropriately as you would for an in-person meeting.

• Start on time and respect others’ time by keeping to the agenda.

• Mute when not speaking to minimize background noise.

• Use video when possible to build rapport and connection.

• Be attentive and avoid multitasking during the meeting.

• Follow up with a summary email outlining decisions and action items.

6. Active Listening Techniques

• Pay full attention to the speaker without interrupting.

• Paraphrase or summarize to confirm understanding.

• Ask clarifying questions to ensure clarity.

• Use non-verbal cues like nodding to show engagement.

• Avoid distractions and maintain eye contact.

7. Dealing with Difficult Conversations

• Stay calm and composed; avoid defensive reactions.

• Focus on the issue, not the person.

• Use "I" statements to express concerns without blame.

• Offer solutions and work collaboratively to resolve conflicts.

• Know when to escalate issues or involve a mediator.

8. Non-Verbal Communication

• Understand the importance of body language and facial expressions.

• Ensure posture is open and approachable.

• Use hand gestures to emphasize key points.

• Be aware of cultural differences in non-verbal communication.

9. Follow-Up Communication

• Send a thank-you note or email after meetings or transactions.

• Provide summaries of conversations, agreements, or next steps.

• Check in periodically to maintain rapport with clients or colleagues.

10. Adapting Communication Style

• Recognize different communication styles (e.g., direct, indirect).

• Adapt your approach to suit the audience or situation.

• Be mindful of tone and adjust to reflect professionalism and empathy.