With a majority of people opting for emails as their primary communication medium in offices, it certainly raises the need to know the etiquettes of writing an email. Along with soft skills such as communication skills and time management, one must be aware of the basic email etiquette to work professionally. Emails are the formal way of communicating in a work setting but the one who communicates effectively by using email etiquette goes a long way in their career. In the blog, given below are some of the email etiquettes that must be followed to have a successful professional life.
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Why Should Email Etiquettes be Followed?
Email etiquettes are a prerequisite for a successful professional life. Given below, are some of the crucial reasons why email etiquettes must be followed-
Using proper email etiquette conveys a professional image of an employee to their fellow employees and the organization. Having a sound reputation in the workplace does open the door to countless opportunities for an employee.
- Efficiency in communication
Using Email Etiquettes in informal communication helps in ensuring efficiency of the communication process. An efficient communication process does save time and money for the organization.
- Clear communication
The most important benefit of using Email Etiquettes in informal communication is that it helps in conveying the message in a crystal clear manner. It also helps in avoiding misunderstandings and ambiguity in work-related communication.
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DO’s and DONT’s of Email Etiquettes
1.Pay Clear Attention to the Subject Line
A precise, clear, and to-the-point subject line is crucial for communicating the overall purpose of the E-mail. One must ensure that the subject line should not be vague and confusing.
2.Use Proper Greeting and Salutation
Rather than using informal salutations such as hey, what’s up, use formal salutations like Good morning! Good evening! or Hello especially for international companies. Using formal salutations gives a professional look to the email. Thus, the use of formal greeting and salutation does give a good impression to the recipient.
3.Check the Attachments Cautiously
The documents or pictures being attached with the Email must be in sync with the purpose of the Email and any sort of wrong document being attached gives a wrong impression to the recipient that the sender is too lazy and careless to check the attachments.
4.Provide an Introduction
Before commencing the main thing in the Email, always begin with a short and crisp introduction about yourself as it brings a sense of familiarity and comfort to the recipient. This thing is always considered in Emails these days, especially in the US.
5.Do Proofread the E-mail
Colleagues and superiors can be irritated when you send emails with spelling and grammatical errors. They could imply that you’re too lazy to use the spell checker before hitting the send button. Before you send an email, proofread it to ensure that it makes sense and has the appropriate tone.
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6.Respond to the Email within 24 hours
Always respond to the Email within 24 hours, even if it’s just to acknowledge an email and say you’ll revert back to them within a certain timeframe. The obvious reason behind this is people love to be acknowledged and respected and detest being ignored or left out.
7.Don’t Click Reply All
Don’t click reply all when everyone does not need to know the content of the Email. Always hit the reply-all button when the Email being sent has something to do with the other person. Otherwise, in other cases avoid using reply all as it exhibits immaturity on the part of the sender.
8.Don’t Include Irrelevant Humor and Sarcasm
Avoid using any sort of irrelevant humor and sarcasm in the Email as it makes the recipient feel that he/she is being ridiculed and insulted. At times, it confuses the recipient as well and distracts them from the main purpose of the Email.
9.Don’t Forget to Include the Conversation Closer
Finish your email with a short closing phrase like “Thank you,” “Best regards,” or “Sincerely.” Include your full name, title, and important contact information, such as your phone number, at the bottom. This closing provides your recipient with all of the information they need to respond.
10.Avoid Being Negative
Avoid sending emails that have a tone of anger, resentment, or skepticism. Sending such types of Emails gives a negative impression about you to the receiver. The best way to convey such types of things is in-person and that too in an assertive manner.
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Tips for Writing Impactful Emails
There are certain fundamentals and tips behind writing impactful Emails and are included in Email Etiquettes. These should always be taken into account while writing Emails.
1.Highlight Call to Action
Highlight the call to action if the recipient is expected to do something after receiving the email.
2.Keep the Content Precise and Short
While drafting an email, do ensure that the body of the mail is precise and to the point, as it saves time for both sender and receiver. It also increases the probability of the receiver actually going through the mail.
Try to commence your Email with a pleasantry as it creates a warm and positive impression in the recipient’s mind.
4.Don’t Muddle Content
While drafting an email, try to stick to one topic per mail and always include that content that is in sync with the purpose of the mail. This saves time for both the sender and receiver and also creates a positive impression on the receiver.
5.Avoid Excessive use of Exclamation marks and Emojis.
The use of too many exclamation marks and emojis gives an impression to the receiver that the sender is over-excited and immature.
Email Etiquette PPT
This was all about the do’s and don’ts to write an Email along with the necessary email etiquettes. Hope this blog helped you understand the etiquette to write an impactful email. For more such blogs on creative writing, check out Leverage Edu!