On the job, professional behavior in email communication is very important. Always remember your email is a reflection of you and it matters a lot, if you are communicating first time with recipient. If your email is disorganized, filled with mistakes the recipient will think that you are careless, disorganized person. Email etiquette will help you to build healthy relationship in the workplace and also with business counterparts. Let us take a look at the few tips to improve email etiquette at work:
1. Promptly responding to received email
Try to respond to the received email as quickly as possible. As not responding promptly give the recipient an impression that you are unorganized, uncaring, and it may result in business risk. Respond to emails within 24 hours of a business day.
2. Abide to company’s email rules and policies
- For any private communication, do not use your corporate email account.
- For personal announcements, do not use an internal corporate mailing list unless you have been permitted to do so.
- Always adhere to the company’s data security policy during communication
3. Using fields: To; CC; BCC
- To: In this field, make sure to include email address of people to whom you are directly addressing or responding.
- CC: It stands for “carbon copy” or even “courtesy copy,” is for anyone you want to keep in the loop but are not addressing directly in the email. Commonly, people CC their supervisors to let them know an email has been sent/an action has been taken or to provide a record of communications.
- BCC: It stands for “blind carbon copy.” Recipients in this field cannot see one another’s email addresses. Use it primarily for sending an email to multiple recipients who don’t know one another. Don’t use the BCC field to secretly loop in additional, unknown recipients.
4. Subject line matters
The subject line is the most prominent part of an email, as the first thing your recipient sees is the subject line. The subject line can determine whether or not your email will be opened / read. Be sure to correct misspellings and typos, which will make you, look careless and vulnerable to spam filters.
5. Framing the email
- Start every email with a greeting. Make sure to use an appropriate salutation.
- Use a proper sentence structure with correct grammar, spelling and punctuations
- Include all necessary details in your message to help your reader get the point.
- Make your message brief and to the point. Concentrate on the subject matter.
- Avoid using ALL CAPITAL LETTERS in your message as this is considered shouting. Besides, the ALL CAPS text is difficult to read.
- Avoid using informal words like “becoz”, “ain’t”, “gotta”, etc.
- Avoid using patterned backgrounds; they will make your message harder to read.
- Always rely on words not formatting, as your email may not look as intended in a recipient’s email client. Cautiously use formatting like italics or bold fonts.
- Avoid from using too many embedded images in your message, as there are chance that your email could be blocked a spam.
- Always include a closing phrase at the end of the message, e.g. Best regards, Sincerely, or Thank you.
6. Sending Attachments
Before sending any attachments, make sure on maximum message size allowed by corporate email account. As too big attachments prevents recipients from downloading files.
- If you want to send big attachments then make use of compression tools to decrease the size of the files.
- Make use of PDFs, .doc, .txt, or .jpeg attachment file types to, as they can be opened on most machines and operating systems.
- Always give attached file(s) a logical name so the recipient knows at a glance the subject
7. Signature and Auto-replies
Basic rule of signature and auto-replies is to follow the corporate email rules and related templates.
- Keep your signature file to no more than 5-6 lines
- Limit your signature to your name, company website link, phone number, company name and slogan
- Using an automated signature will save the time spent on typing a salutation, name and contact details
- Use the auto-reply feature when on vacation.