In the Business world, one of the most efficient and prevalent forms of communication is Email. It is fast, easy, and convenient but in order to be effective, it must be done professionally and appropriately.
We must not forget the social rules that accompany any form of communication, while we are trying to work faster and more efficiently. Following the basics of email etiquette is so important whether for personal use or business.
Emails should start with a proper greeting, much like a face-to-face conversation such as “Hello,” “Good Day.” including recipient’s name. And ends with lines such as “Thank you,” or “Thanks” then your name.
Concise and Clear
Be sure to include a relevant subject line. Avoid long messages, but provide just enough details to make it clear.
Maintain a positive tone in your email communications. The tone is easy to misinterpret without the context you would get from facial expressions and vocal cues.
All of us doesn’t want to send an email accidentally. As Pachter says. “Even when you are replying to a message, it’s a good precaution to delete the recipient’s address and insert it only when you are sure the message is ready to be sent.”
Proofread Before Sending
Better to proofread your message once you’re done composing it to check that your message is free of spelling and grammatical errors Once you hit ‘Send’, this can’t be undone.
Text Formatting Limit
Keep it simple. Stick to system default fonts such as Arial, Times New Roman, Calibri or Verdana, which virtually all users have.
Keep in mind that ‘less is more’. Many people create signatures with lots of contact information. Include only your preferred contact info.
Don’t type in All Caps
Writing in ALL CAPITALS can come across as shouting or yelling. Your recipient may think that you’re upset. Also, this will be much more difficult to read.
State Attached Files
This will help your recipients know what to expect. Never attach a file without mentioning it in the body of your email.
Use a Basic Email Address
As Pachter says, “You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email.”
Be Courteous and Polite
While emails are less formal than written letters, using informal language can seem very unprofessional.
Don’t Use Profane Words
Using profanity is extremely unprofessional. The words you choose and how you choose to use them can be directly correlated to how you run your business.
Be Cautious and Discreet
Keep in mind that your company may read your email.
Check Your Recipients
Ensure your reply email is addressing the right person.