Email Ettiquettes – Things one should know about

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In this age of digitalization, almost all of us use email communication either for personal and/or professional use. However, it is important to know how to use it correctly since in today’s virtual world our email behavior has the potential to harm our professional and personal reputation.

Here are a few pointers which will help you draft better emails:

Email Etiquette for  Greeting/ Salutations/ Signoffs:

  • Always begin your email with appropriate greeting to set the tone of your email.
  • If writing for the first time, it is better to address the person with formality e.g.: Dear Mr. Nair or Dear Sir/ Madam though in some industries use of first name is also considered normal or if you interact with the person regularly. For e.g.: Hi Tushar
  • Email signature is important and one can use business sign offs like Regards, Best, Thank You etc. However, sign off’s like Yours Truly, Sincerely, Love etc should be avoided unless it is a personal email

 

Email Etiquette for Subject Line:

  • Always write an appropriate subject line in conjunction with your email. The subject line tells the reader what your mail is about and hence helps get readers attention & response
  • If there is a trail of messages, change the subject line to reflect the current status. For e.g.: Revised Brochure version 3/ Weekly Meeting on Wednesday @ 4pm. This helps the reader/s know that there has been some additional information/attachment provided
  • It also helps one if they are searching a previous mail in the inbox. A relevant subject line makes it easy to search

 

To, Cc, From:

  • Use the addresses of the people you want a response from in the To Use the address of people you want to be in the loop in the Cc field
  • Make sure that you have entered correct names and also spelt their names correctly in your address book
  • Use your full name in the To field
  • Use the Bcc option when sending mails to a large group. E.g.: Announcement mails

 

Email Etiquette for those working from home

 

Email Etiquette for the main Message:

  • While writing a business email, always write as if you are communicating on your company letterhead
  • Keep your email short and simple. Make sure there are no spelling errors and typos in your email. It is better to have smaller and grammatically correct sentences instead of long complex ones
  • Use punctuation correctly and use exclamation marks sparsely as it may seem frivolous
  • If you are responding to a trail which no longer is relevant make sure you remove it before replying
  • Reread you email before sending for any errors and to check the tone of your email.
  • Do not use capital letters unless highlighting something as it is considered rude
  • Always start your email with a greeting the person and avoid sending one line messages
  • Always inform before sending large attachments as it may clog the receiver’s inbox and cause other emails to bounce. You can instead upload your files to various file uploading platforms and send a link to download
  • Respond to emails in a timely manner. If you are unable to reply you can just state that you will require some time to get back with an answer
  • Do not reply when you are angry or irritated as it may reflect in your mail and further complicate matters. If you feel what you need to communicate cannot be put down in words alone, call the person and explain
  • If you need to send a presentation, call the client and take them through it slide by slide
  • Use bullet points to explain any steps or emphasize on some points

Guest Post by

Bhakti Harchekar. An advertising and marcom professional  with 8+ years of experience in client servicing who has turned her love for travel into a new venture ‘ Saltwater Holidays’ 

Ref:

www.businessemailetiquette.com

www.netmanners.com

www.inc.com

www.slideshare.net

www.lifewire.com

www.entrepreneur.com

Post Author: nehagpatwardhan

Neha Tambe is a freelance social media marketer, writer and influencer. Founder and Owner of nehatambe.com.

4 thoughts on “Email Ettiquettes – Things one should know about

    Geethica

    (March 5, 2019 - 11:21 pm)

    These pointers are very useful. We often overlook many small things that make our impression bad.

    Sandy N Vyjay

    (March 6, 2019 - 4:17 pm)

    It is so important that emails are drafted and presented well. A single click and the message is gone and if there are some mistakes in it, well it is too late! Emails are in many ways a representation of your personality in the corporate sector and hence one needs to ensure that they are impeccable. The post has highlighted some important pointers to better email presentation.

    Tess

    (March 7, 2019 - 10:16 am)

    This is definitely one that I need to share with my colleagues… This is a corporate necessity and a social must

    U K

    (March 7, 2019 - 6:53 pm)

    This is one thing which most of us have forgotten in today’s fast-paced, social media laced world. Your blog post brings us all down to the basics we need to understand, respect and follow.

    Utpal Khot

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