With technology evolving every day, we are able to deliver our messages faster and to a mass audience. Although email offers convenience, email etiquette should still be followed (especially in the workplace).
To avoid being the student or coworker who offends their professor or boss with an unprofessional email, follow these 12 steps to achieve email perfection.
For all 101 email tips visit: http://www.101emailetiquettetips.com/
1. SPELLCHECK!!! No one likes a typo, so tap into those 5th grade spelling bee memories and check your spelling and grammar before sending your email out.
2. Keep the subject line brief and to the point. Your subject line is going to determine whether someone is interested in opening your email or not so be informative on the reason you are writing, but keep it short.
3. Address the person you are emailing and close the email with a “thank you”. Manners still apply in the cyber world and a thank you goes a long way.
4. Reply!!: Even if you can’t get to the email right away, acknowledge that you received their email and you will get back to them as soon as you can.
5. Don’t use an email as an excuse to avoid a conversation. If the purpose of your email needs a 3-paragraph explanation, it’s probably best to call or see the person face-to-face to discuss the issue.
6. Be aware of your tone. Emails can often be misinterpreted, avoid causing a problem by eliminating anything that can be taken as sarcastic or rude – even if you do not mean it to. When in doubt, be as professional and polite as possible.
7. Review each email before clicking send. IF the email conversation IS getting heated, walk away and come back to it tomorrow, you may feel differently and it will keep you from feeling “sender’s remorse”.
8. Unless the recipient is someone you know personally and you are comfortable with the relationship leave the smiley faces 🙂 for your friends.
9. Add an email signature. Don’t assume someone will know who is emailing them, every computer is different. A standard email signature is informative and helpful for the recipient.
Be as short as possible while providing all of the important information.Keep in mind that formatting may not show up how you intend it to look on everyone’s computer.
- Name, title, company name, contact info, links to websites, etc.
Consider making two email signatures: one for a first time email, and a second for replies.
10. “I” ‘s are meant to be capitalized – every time! Typing in all lowercase letters is unprofessional and can make you look uneducated. In turn, typing in CAPSmay come off as shouting and rude.
11. To: is used when you need a response from the recipient. Only use CC: for people you are informing, not requesting an answer or that they take action. Use the blind copy (Bcc:) to protect the privacy of other people’s email addresses if you don’t have their permission to give out their contact info. Bcc: ISN’T used for talking behind someone’s back.
12. Choose your email address wisely. Avoid using “princess101” and “redsoxfan” for an email address you will use to communicate with potential employers.
Check out what the Bravo Group staff say about their email “pet peeves”:
Bill: Many people will receive an e-mail and proceed to think about the issue. The problem is that the other person is left in limbo wondering if the person read the e-mail or is just ignoring them. After you read the e-mail, take a moment to send a short reply back indicating that you are “thinking about the issue.”
Jessica: When you ask someone two to three different questions and they email back and only respond to one of the questions.
Rhett: If they are long, I’d prefer they be formatted to break up key points to allow a quick skim of the content, including action items up front and not at the end. Also, using “Reply to All”. Don’t use it unless it absolutely is important to Reply to All.
TJ: When they don’t use regular typing etiquette, like putting periods or capitalize letters at the beginning of sentences.
Ali: It annoys me when people answer emails with the word “Okay.” Just Okay, no other words. You can never tell what the tone of the “okay” is. At least if someone says “Sure!” You know it is happy.
Lauren: I hate when people type “thnx” or “thx” or some derivative of that. It makes it seem less genuine. Take the .25 extra seconds it takes to type the whole phrase out!
Overall, check your emails before sending them. You don’t want to be a victim of embarrassing emails. A nicely formatted, grammatically correct and professional email will impress the recipient. When it doubt, pick up the phone or go see the person face-to-face.