Being on the receiving end of a bad e-mail
can leave you trying to figure out what the other person was thinking. Being
the one who sent a thoughtless e-mail can have adverse repercussions later.
The speed of
zipping off an e-mail has made it the preferred method of communication. Following
proper etiquette is essential to prevent miscommunication. Treat your e-mail
recipients as you would want to be treated.
Effective use of e-mail can make life easier for you at work and home. It may take some practice to keep your e-mails professional and to the point, but you will look more polished and organized. Here are some of the dos and don’ts of work e-mail etiquette.
1.
Do have
a clear subject line: Most of
us have to compete with the hundreds of e-mails clogging our inbox every day. The
clearer your subject line is the more likely your message will be read. For
example, if you’re sending a proposal to someone, be specific and write, “The Jackson
Proposal Is Attached.”
2.
Don't forget
your signature: Every e-mail
should include a signature that tells the recipient who you are and how to
contact you. Set it up to automatically appear at the end of each e-mail.
Include all of your contact details so the recipient doesn’t have to look up
your address, e-mail or phone number.
3.
Do use
a professional salutation: Using
“Hey or “Yo” isn’t appropriate at work no matter how well you know the
recipient. Use “Hi” or “Hello” instead. To be more formal, use “Dear (insert
name). Remember not to shorten a person's name unless you're given permission
to do so.
4.
Don't use
humor: Humor does not translate
well via e-mail in the workplace. What you think is funny has a good chance of
being misinterpreted by the other party, or taken as sarcasm without the
accompanying vocal tone and facial expressions. When in doubt, leave humor out
of e-mail communications.
5.
Do proofread
your message: Don't
be surprised if you're judged by the way you compose an e-mail. For example, if
your e-mail is littered with misspelled words and grammatical errors, you may
be perceived as sloppy, careless, or even uneducated. Check your spelling, grammar,
and message before hitting that send button.
6.
Don't assume
the recipient knows what you are talking about: Create
your message as a stand-alone note, even if it is in response to a chain of e-mails.
Include the subject and any references to previous e-mails, or conversations.
It can be frustrating and time consuming to
look back at the chain to brush up on the context. Your recipient may have
hundreds of e-mails coming in each day, and likely won’t remember the chain of
events leading up to your e-mail.
7.
Do reply
to all e-mails: Give a
timely and polite reply to each legitimate e-mail addressed to you. Even if you
do not have an answer at the moment, take a second to write a response letting
the sender know you received their e-mail. Inform the sender if their e-mail
was sent to the wrong recipient, too.
8.
Don't shoot
from the lip: Never
send an angry e-mail, or give a quick, flip response. Give your message some
thoughtful consideration before sending it. If you feel angry, put your message
into the “drafts” folder, and review it again later when you are calmer and
have time to formulate an appropriate response.
9. Do keep private material confidential: It is far too easy to share e-mails, even inadvertently. If you have to
share highly personal or confidential information, do so in person or over the
phone. Ask permission before posting sensitive material either in the body of
the e-mail or in an attachment.
10.
Don't overuse exclamation points: Exclamation points and other indications of excitement such as emoticons,
abbreviations like LOL, and all CAPITALS do not translate well in business
communications. Leave them off unless you know the recipient extremely well.
It’s also not professional to use a string of exclamation points!!!!!
“The only careful
work I do is making sure I haven't included a coworker in an email thread
insulting them.”
(PictureQuotes.com)[i]
[i] Sources used:
·
“Importance of Proper E-mail Etiquette” By Debby Mayne
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