In the present scenario almost, every other person using Email for different types of conversations, be it personal or professional. But do we ever realized that many times by writing anything over an email may sabotage our reputation? Especially when it is formal email writing. A person should be very cautious before clicking the send tab/button. Do double check your email draft to avoid any typo errors. Don’t give chance to anyone to misjudge you based on email.
Here are the few basics which every professional should know concerning email etiquette, assuring to stand out in the inbox for all the right reasons.
1. Use Clear Subject Line
2. Use Professional Email Address
3. Don’t directly hit Reply All
4. Use Professional Salutation
5. Proofread your message
6. Evade using Jargons or Slangs
7. Always send an email with a signature
8. Double-check all the recipient
9. Respond time should be Constrained
10. Avoid sending heavy attachments
11. Keep it direct
12. Put out of office reply
13. Be alert with humor
14. Avoid friendly language
15. Use Standard Fonts & Format
1. Use Clear Subject Line - Don’t use a confusing Subject line. It should be apt. Avoid lengthy message and try to keep it short and clear. People often check only those emails which have a crisp subject line.
2. Use Professional Email Address – Use your company email address while sending or sharing any official information, it reflects your professionalism. Set it up automatically with all your contact details. So, the recipient can reach you easily.
3. Don’t directly hit Reply All – Remove recipients who are not supposed to be in the email. Because if you reply all, this include everyone who is in “CC” and “BCC” and maybe the information is not relevant for all, this could be annoying as well. Only reply and copy the right stakeholders.
4. Use Professional Salutation – Keep the salutation formal if you are doing official mail exchanges. Don’t use “Hey ”, “Yo” , “guys” “Dude” “ bro”,” Buddy” as it may leave you with a bad impression on the recipient end. Instead, you can use “Good Morning/Good afternoon” “Dear Ms./Mr. Name”. Beware any small mistakes that can ruin your image. If an email is for friends and family than you may use any type of informal salutation.
5. Proofread your message – Read before clicking the send button, check all the spellings and formats. Double-check the tone of email especially if it’s formal, the tone should be humble and straight. Always add recipient name in last after complete re-read. This helps in avoiding the risk of mistakes you made in drafting an email.
6. Avoid using Jargons or Slangs – People these days tend to use short cuts like Gr8, Gm, ASAP, BTW, etc. These words won’t be acceptable for a formal email. It leaves a bad impression on the recipient. Project every word carefully. It will be helpful for your professional and personal growth. Also, these slangs represent your personality as well.
7. Send email with signature – It’s beneficial especially when you are sending an email for the first time. It helps the recipient to know about you. An email should contain complete information in the signature. So that the recipient can get in touch with you later as well. Your e-mail signature is a great way to let people know more about you and your company.
8. Double-check all the recipient – While sending an email there could be a possibility that we forgot who all are required to be marked, Whether the message is important for all the recipients. To avoid this mistake check thoroughly on all the recipients you are marking. Irrelevant messages can be annoying for a few people.
9. Respond time should be Constrained – Don’t take days and weeks to reply to emails. Procrastination in replying emails may put you in unwanted situations. There could be some important information as well. Also, it leaves a bad impression of yours on the other end. Someone is waiting for a reply. Try and revert as early as you can to avoid any miscommunication.
10. Avoid sending heavy attachments – Excuse in advance if there is any heavy attachment. Else, compress it in a Zip File. At times many companies have some restrictions on the size of the email. It can cause difficulty for them to open that attachment because of the limited space.
11. Keep it direct – Drafting prolonged paragraphs may not suffice the crux of the context. Try and keep the message as simple as possible. Drafting unnecessary information will waste yours as well as the recipient’s time. Moreover, no one takes an interest in reading long emails.
12. Enable out of office reply – Whenever you are on leave make sure to enable out office reply. As the sender doesn’t know whether you are available or not and keep waiting for your reply. At least after seeing Out of Office reply sender will know the expected date of reply of an email.
13. Be alert with humor – It doesn’t look good to draft email with humorous language. It can miscalculate the message. It is advisable to leave humor out of the email unless you know the recipient well. Maybe something funny may not be funny for someone else.
14. Avoid friendly language – Words like hello, what’s up, what’s cooking, let’s meet, see you, etc. should not be used for official emails. Only formal and nice /language should be written. You are not only representing yourself but also your company as well. Your e-mail reflects your and Company’s image too.
15. Use Standard Fonts & Formats – It's beneficial to select a font that's clean, uncluttered and easy to understand. Set a single format for every email so that every shared email looks the same. Stay away from novelty fonts.