Whether you are looking for a job, currently working or simply networking with contacts, Email is one of the most important and frequent forms of business communication. Understanding how to be professional and leave a good impression by Email is important. Here are seven quick tips to follow on Email etiquette.
- Is Email the Best Way?
Before you send an Email, ask yourself: Do I need to send an Email for this or would this be better suited as a phone call or in-person conversation? We are all bombarded with Emails on a daily basis, so make sure you are not wasting your time by writing and sending an Email that will get ignored or moved to the trash.
- Be Clear and Concise.
The time it takes to decipher and interpret a poorly worded, unclear or simply confusing Email can lead to loss of productivity and energy and leave a bad impression. Make sure that you get to the point and only include information in the Email that is relevant to the subject line.
- Be Polite and Professional.
Though Emails are a form of online communication and you may be tempted to use short forms, abbreviations and informal language, it is important to remain polite and professional. Avoid saying things such as, “Hey, Yo or what’s up” in your Email greeting and stick with “Hi or Hello” instead. And, don’t forget to sign off with your signature. Also refrain from using short forms or speaking informally. For example, do not use “U” if you mean “You” or abbreviations such as “LOL, LMAO.”
- Be Punctual.
Once you receive an Email, try to follow up as soon as possible after receiving it. This lets the sender know that you got the message and that it is important to you.
- Be Specific in the Subject Line.
Writing clear and specific subject lines keeps your Email correspondence organized and effective. This ensures that your reader won’t be surprised by the content of the Email. Subject line examples include, “Monthly report,” “Feedback on Assignment” or “Notes from Team Meeting.”
- Leave your Emotions Out.
It is normal to sometimes get frustrated when reading an Email. However, don’t respond to those Emails when you are upset as your response can come across as aggressive or unprofessional. Make sure you take some time to clear your head and calm down before responding.
- Don’t Forget to Proofread. Before sending off your Email, read through it to make sure you haven’t made any grammatical errors or spelling mistakes. And, always make sure you are sending the Email to the appropriate person or people before hitting send!