Here we discuss about the do’s and don’ts of email writing and learn the proper etiquette to write one.
You being in the corporate world might be dealing with all the professional work throughout the day. Your daily work would include contacting your clients, taking their valuable feedback, consulting your bosses, communicating with your colleagues and allocating work to your subordinates. Wooaahh.. Tough day at work. But have you ever given a thought how would you do all this? Your answer might be very simple: Emails.
Yes, email is the things which help you to accomplish all the above-mentioned tasks of your day. Are your emails completely professional or you just send it whatever you feel like.? Emails are professional documents that provide information to the recipients. The use of emails for business purpose became very common in the 90s. Since then the business world has been constantly evolving. Today emails take up a significant portion of our workday.
7 Email Etiquette Rules for Students
According to a survey done by US universities, it proved that employees spend 28 percent of their work time in reading or replying to the emails. This is fairly a good amount of time. To make ourselves an important member of the organization, we try to work faster and efficiently but in this haste, we must not forget the rules or norms that are provided in the form of communication. There are some points that everyone must use to protect their professional brand from being tarnished by poorly written and misguided emails.
We bring you some of the dos and don’ts of email etiquette at workplace.
1. Must Have A Clean Subject Line
All the businessmen around the world keep getting email on a daily basis. They mght be getting their inbox clogged due to incoming emails. So, if you provide a proper subject line to your email it would be easier for the recipient to identify the importance of the email and prioritize it. If you don’t do it, then your email might get deleted even without being read.
2. You Must Proofread Your Text Or Content
Proofreading is an essential step and must be done before you hit the send button. Check the content for misspellings or grammatical errors or missing words and sentences. You might be perceived as a sloppy careless and irresponsible which would impact your career growth.
3. Add Proper Salutations
While chatting or texting to your colleagues or friends you might use the words such as “ Hey”, “Yo” or “Heya”. But in the professional world these words are not accepted. It does not matter how well you know your recipients, your mails must be extremely professional and to the point. You can make use of the person’s name while addressing them. If you are not aware of the name of the person then you can just put up “Hello”.
4. Add Proper Introduction To The Body Of The Email
It is considered as one of the best practices to add proper introduction to the body of the content. You cannot always assume that your recipient might be knowing about your context of writing. He might be getting several such emails throughout the day. Therefore, it is always better to add a small paragraph that in the beginning to ensure that your reader does not feel blank.
5. Do Not Forget To Out Down Your Signature:
Your email should always have to include your specific signature. It adds authentication to your message. Moreover, it will help your recipient to contact you. You must set it up as it will automatically appear at the end of each email. When you include your contact details into your email your recipients do not have to keep searching for your address everywhere.
6. Never Use Humor In Professional Emails:
When you are drafting any content on the behalf of your company or business house then you must be careful as to not add humor or sarcasm in the content. It muste be noted that you cannot translate humor via email. These types of content could be misinterpreted by your recipients as they do not accompany your vocal tone or facial expressions.
7. Never Use Negative Perspective:
You might not realize but using negative statements in a email can be really inappropriate. If you write your content in an uppercase letter or format then it will connote anger in the email. It will appear as antagonist message that cause awkwardness through the email. It would look like a bad news.
Conclusion: Now you know what are some of the Dos and Don’ts of the email writing. By applying all these guidelines you can save yourself from being perceived as an inappropriate person.