As a working professional, you are most likely to send and receive emails on a daily basis. While this might seem a no-brainer Ad hoc task, it comes off as pivotal in your work because you have to be careful about setting the right tone and making sure you are understood. Thus, it’s a prerequisite to know the proper email etiquette by knowing the dos and don’ts of writing these emails.
Reading through and responding back to emails take up lots of time for a working individual—in fact, 28% of an average workweek is spent on doing these tasks according to a study from International Data Corporation (IDC).
As much as anyone wants to save time and increase productivity at work, one should not compromise professionalism to speed. It’s a part of your job to maintain the respectability of your own sake and of course, the company you are working for. To help you instill proper email etiquette, here are the dos and don’ts to remember when writing emails.
Remember these mandatory points for a well-explained and reputable email.
Besides the sender, the recipients will look at the subject line first upon receiving an email. You want to catch their attention to become a priority among a pile of unread messages. You can do this by making sure your subject line is clear and direct to the point. Skip all the vagueness and just get right to the business.
No matter how much you personally know professional connections, you should never skip the proper way of addressing them. Terms such as “hey,” “yo,” or other informal salutations are beyond unacceptable. You can try using “Hello,” “Dear,” “Good day,” or even “hi” to exude civility. You don’t want to lose the respect that your recipients have to you, do you?
When reaching out to customers, clients, partners, or other connections for the first time, it’s common courtesy to introduce oneself prior to diving into the intent of your message.
You can do this with the common line, “Dear Ms./Mr. (Surname of the recipient), this is (your name), (your position) of (your company reaching out…)”
Knowing the culture and the environment where the recipient belongs to is key to setting how you talk to them. Always remember that you want to be perceived as professional but personable. You should avoid any exaggerated statements and keep your points understandable to prevent misinterpretations.
When giving out important announcements or details, you can highlight phrases by making the characters bold, italicized, or even underlined. This practice makes it easier to find and remember the most important details of your message.
Bullet points help your email be more readable. It will lessen the probability of any rereading as a structured message with bullet points makes it easier to get to the point and be remembered. These points are useful when breaking down a list, recap, and other subjects that can be compiled into a list instead of chunky paragraphs.
A lengthy email is grueling to read for anyone’s perspective. Try to be concise and direct to the point with your message. If you have to cover a wide range of subjects in one mail, cut down the unnecessary fluff. You don’t want your reader to get bored and confused about which information is important to them.
Oftentimes, attachments are mentioned but seem to be missing. Don’t fall into the trap of following up an email because you forgot to link the attachments. Always double-check if the attachments are successfully uploaded.
Also, when you put an attachment to your email, make sure that you mention it at the end of the email. This is to prevent readers from stopping and forgetting to read the rest of the content. Just cover everything you want to talk about before presenting any attached file.
They say the best proofreading you’ll ever do is the one after hitting the “send” button. Don’t be fooled into doing that! You must do your proofreading before sending anything. Check the correctness of grammar, punctuation marks, tone, spelling and all other details to avoid being deemed as unprofessional.
Set up your email with a default signature at the end containing your name, job position, company, contact number and/or email address. This way, they won’t have trouble finding ways to reach you. Also, this shows who you are and what business you have in relation to them.
On the other hand, steer clear of these practices to maintain professionalism in your emails.
Never reply to an email without enough context. When replying to an email trail, kindly give a short overview of what happened in the previous conversations to prevent confusion. Thus, one-liners are a major no-no.
Humor doesn’t apply to professional emails—it not only makes you sound informal but also unprofessional. Applying sarcasm and humor doesn’t play well with written context as they can easily be misinterpreted to something offensive.
Have you ever received a business mail with emoticons in it? No? Well, it’s a no-brainer mortal sin in writing your emails. This is not social media, this is a professional channel so save those hearts and smileys on your next Facebook post. Maintain your professionalism and skip the immature additions.
A polished email doesn’t consist of too many exclamation points. It’s informal and it loses the sense of business in communications. You should keep them at bay and steer clear of using informal abbreviations such as LOL, BTW, etc. to cut down on phrases.
There are just times that you will receive messages that will get under your skin. Do not respond back when your emotions are full unless you want to regret the consequences of firing back inappropriate replies. Keep your composure and construct a message with much consideration.
Some emails you receive come with other recipients in it. When responding, directly reply back to the sender and exclude the other recipients unless everyone needs to know what you are about to say.
Although it is normal to get anxious to reply instantly, you should not let those emails pile up in your inbox. The faster you get through all of them, the better your work efficiency will be. Your timeliness in responding to emails shows your respect for their time.
Let the recipient know if you are waiting for a response from them upon getting the email. If you are not expecting any reply, you can directly say, “No response necessary.” When aligned to meet or be in contact in a while, you can say “See you on the 15th.” And finally, do not neglect the use of closing such as “Best,” “Sincerely,” “Best regards,” “All the best,” and many more to appropriately end the message.
Those are the dos and don’ts you have to comply with when sending business emails. As universal as they may be, the key point to make sure your emails are reputable and well-written is maintaining professionalism in all aspects. You can study about crafting polished professional mails to ease your way to a more effective business email communication. The main takeaway to this is leaving all those mistakes to pave way for better work efficiency.
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