Why is Email Etiquette Important?
If уоu send оut correspondence bу email, there is а сеrtаіn amount оf etiquette thаt уоu should follow.As a business professional, the last thing you want is to look like an amateur in the business communication. Whether you’re e-mailing a client or co-worker, it is important to use email etiquette, so you appear professional and competent.
Don’t waste peoples’ time
Email can be a graciously efficient medium, but it can also be an agonizingly tedious one.Many etiquette rules are about minimizing wasted time for senders and recipients; in other words, if your recipient has to spend an extra 10 minutes deciphering your meaning or taking action on your email, you messed something up and they’re probably going to be rightfully irritated with you.
Address your recipient accordingly
Double, triple check that you have the correct spelling of the recipient’s name and their corresponding title.Making name and title mistakes are easy to do, but may offend your recipient and make them disinterested in what you have to say.
Avoid ALL CAPS
Writing in all capitals may convey that you are shouting at your reader, and no one likes to be yelled at.All capitals can easily be misinterpreted – plus there’s plenty of ways to get your message across while communicating its importance.
Email etiquette is also about demonstrating respect—the foundation of any personal or professional relationship.Paying attention to others’ needs, acknowledging others’ statuses, and sending messages with consideration will improve your reputation and minimize the chance of offense or hurt feelings.
Use proper salutations and closing statements
Веfоrе уоu click thе “send” button, fіrst check іf уоur e-mail hаs а courteous greeting аnd closing.This shows thаt уоu respect уоur reader аnd thаt уоu аrе sincere аbоut уоur intention.
Keep it to one email (thread) per subject
Some people see email as a window that establishes a conversational connection with another person. They start an email thread on one conversational track, and feel free to switch to another at their own discretion, the same way a verbal conversation might wander to different subjects.So please, keep it to one email thread per subject; if you think of something else you need to ask the person about, open another email chain or give them a call to talk it out.
Think through your messages
Hasty messages are problematic for several reasons. They tend to contain more errors (which lead to miscommunication), they often fall short of being comprehensive, and they indicate a lack of care on the part of the writer.Etiquette requires you to think through your words.
The key іs іn thе details. Your e-mail should be organized, easy to read and grammatically correct. If you are misspelling words in your e-mails, people will notice and it can hurt your reputation and credibility.Also refrain from using unprofessional font styles and use abbreviations, italicizing, bolding and underlining sparingly.
Compress large files
Practice proper etiquette not only in the context of the e-mail, but when sending attachments as well. Documents, pictures, and videos are easier to download and open when compressed, due to their smaller file size.If you must send more than one attachment at a time, consider condensing all of the files into a zip drive.
Further points to take note of...
Use an appropriate email address for yourself.
Use a concise, accurate subject line.
Introduce yourself if you haven’t yet met.
Respect the difference between “To” and “CC.”
Don’t abuse the CC field.
Don’t “copy up.”
Don’t abuse reply all.
Keep it to one email (thread) per subject.
Keep your messages concise and to the point.
Write more than a sentence.
Don’t use all caps or exclamation points to make a point.
Avoid slang, emoticons, and text-speak.
Avoid excessive use of color.
Use bold and italics to clarify meaning or draw attention.
Use bullet points, lists, and paragraph breaks to make things easier on your readers.
Don’t get experimental with fonts.
Be extra wary of your tone.
Use humor sparingly and confidently.
Never send an emotional email.
Always re-read emails before sending them.
Don’t abuse the high priority marker.
Avoid negativity in emails.
Avoid offensiveness in emails.
Don’t forward chain letters.
Reply within 1 business day (if you can).
Follow the mutual relationship of reply speed and length.
Provide “if-then” options when possible.
You have a spell checker—make use of it!
Provide a warning if and when sending a large attachment.
Don’t send more than three attachments on a single email without warning.
Compress and/or resize attachments when you can.
Greet and close in a way appropriate for your audience.
Use a signature that includes your contact information.
Know when an email isn’t appropriate.
Understand that cultures write (and read) differently.
Don’t share personal or confidential information.
Avoid the temptation to pile on.
Reply to emails mistakenly sent to you.
Do follow up with busy people (after 48 hours).
Never send more than three follow-ups (unless specifically instructed otherwise).
Articulate key action items and/or takeaways separately.
If there is no action needed, say so.
Clarify key points of forwarded emails.
Edit forwarded emails.
Use away messages when you’re… away.
Check your spam folder periodically.
Clarify assumptions when appropriate.
Invite alternative means of communication if necessary.
Add your recipient address(es) last.
Double check that name spelling.
Train your team members in the art of email.