The rise of email in the 1990s changed how business is conducted. According to an IDC study, about 28 percent of workers spend a significant portion of their workday reading or answering emails. While we try to work more efficiently, it’s also important to remember the etiquette rules that apply to various forms of communication.
The Do’s of Emails
- Have A Clear Subject Line
The more cluttered your inbox is, the more likely you will be read. A clear and concise subject line is essential to ensure your message is received. For instance, if you’re sending a proposal, ensure that the recipient knows you’re attached.
- Have A Professional Salutation
In professional terms, using terms such as “hey,” “Yo,” or “Hiya” is not appropriate. Instead, use “Hi” or “Hello.” Use “Dear (insert name)” for more formal purposes. However, it would help if you refrained from shortening the recipient’s name unless they’re given permission.
- Proofread
Your email is likely to be judged based on how it is written. For instance, if your message is littered with grammatical and spelling errors, it could be considered careless or even uneducated. Before hitting send, make sure that your email is grammatically correct.
- Reply To All Emails
Make sure that you respond to every email that’s sent to you in a polite and timely manner. Even if you don’t have an answer, take a second to reply to the sender to make them aware you received their message.
The Don’t of Emails
- Don’t Forget A Signature
Every email should have a signature that clearly states who you are and how you want to contact you. All your contact details included in the email will make it easier for the recipient to contact you.
- No Humor
Sending humor in an email is not a good idea, as the other party can misinterpret it. In business communication, avoid using humor.
- Don’t Assume
Even if your message is in response to multiple emails, make it a stand-alone note. This type of note should not include any one-liners. It should also include the subject line and references to previous conversations or emails. It can be hard to remember the details of the chain of events in an email, especially if the recipient has hundreds of them coming in simultaneously.
- Don’t Send Angry Emails
Never send an angry email, even if it is a quick response. Instead, give your message some thought before sending it. If you feel you have written a poorly thought-out message, put it into the “drafts” folder and review it later when you are calmer.