your-employees-5-tips-for-handling-diverse-work-styles-640x302

HR Corner

IMPORTANCE OF BUSINESS EMAIL ETIQUETTE

 

Business Email Etiquette (Do’s and Don’ts)

 

While we try to work faster and more efficiently, we must not forget the social rules that accompany any form of communication. Here are some of the dos and don’ts of email etiquette.

 

Do have a clear subject line.

 

Most of us have to compete with the hundreds of emails clogging our inbox every day, so the clearer your subject line, the more likely your message will be read. For example, if you’re sending a proposal to someone, be specific and write, “The Fitch Proposal Is Attached.”

 

Don’t forget your signature.

 

Every email should include a signature that tells the recipient who you are and how to contact you. Set it up to automatically appear at the end of each email. Include all of your contact details so the recipient doesn’t have to look up your address, email or phone number

 

 Beware of the “reply all”.

 

“Do not hit “reply all” unless every member on the e-mail chain needs to know. You want to make sure that you are not sending everyone on a list your answer-; whether they needed to know or not. –Duncan

 

Do use a professional salutation.

 

Using “Hey,” “Yo,” or “Hiya” isn’t professional, no matter how well you know the recipient. Use “Hi” or “Hello” instead. To be more formal, use “Dear (insert name).” Using the person’s name in the salutation — “Hello Robert” — is quite appropriate, but remembers not to shorten a person’s name unless you’re given permission to do so.

 

Don’t use humor.

 

Humor does not translate well via email. What you think is funny has a good chance of being misinterpreted by the other party, or taken as sarcasm, without the accompanying vocal tone and facial expressions. When in doubt, leave humor out of business communications.

 

Do proofread your message.

 

Don’t be surprised if you’re judged by the way you compose an email. For example, if your email is littered with misspelled words and grammatical errors, you may be perceived as sloppy, careless, or even uneducated. Check your spelling, grammar and message before hitting “send.”

 

Don’t assume the recipient knows what you are talking about.

 

Create your message as a stand-alone note, even if it is in response to a chain of emails. This means no “one-liners.” Include the subject and any references to previous emails, research or conversations. It can be frustrating and time consuming to look back at the chain to brush up on the context. Your recipient may have hundreds of emails coming in each day and likely won’t remember the chain of events leading up to your email.

 

Do reply to all emails.

 

Give a timely and polite reply to each legitimate email addressed to you. Even if you do not have an answer at the moment, take a second to write a response letting the sender know you received their email. Inform the sender if their email was sent to the wrong recipient, too.

 

Don’t shoot from the lip.

 

Never send an angry email, or give a quick, flip response. Give your message some thoughtful consideration before sending it. If you feel angry, put your message into the “drafts” folder, and review it again later when you are calmer and have time to formulate an appropriate response.

 

Do keep private material confidential.

 

It is far too easy to share emails, even inadvertently. If you have to share highly personal or confidential information, do so in person or over the phone. Ask permission before posting sensitive material either in the body of the email or in an attachment.