Email is one of the most important tools used in the modern-day workplaces. As we are required to write emails at the office, we don’t tend to think much before hitting the send button. However, email etiquette is one of the most desirable skills employers seek in the professionals. The way you write emails is a direct reflection of your attitude towards the work. In fact, a perfectly written email communication has the power to eliminate any chance of miscommunication, confusion, and uncertainty. Therefore, it is important to be careful of what you send to your superiors, peers, and subordinates so that you don’t end up regretting afterward.
Here are a few email etiquette tips to help you write flawless emails that always get read and responded to:
Some Easy Email Etiquette Tips
1. Set the agenda straight
During a normal workday, there are a lot of meetings and communication that happens between professionals. Therefore, it is important to draft an email corresponding to your communication in such a manner that it catches the attention of the receiver’s attention the moment it reaches them. Especially, when you are sending an email to your superiors, keep in mind that they receive hundreds of messages in their inbox every day. The best way to catch the receiver’s attention is by adding an enticing subject line that makes the purpose of writing the email clear. More importantly, the subject of your email should match with the message you are sending in the email.
2. Check your tone
A major drawback of non-verbal communication is that you are not able to see the body language of the other person and neither are they able to see yours. Hence, tone plays an important role in how a message is being perceived as it reflects the writer’s attitude. Therefore, start your email with a positive note such as asking the recipients how they are doing. Moreover, ensure that your email message gives an impression that you are respectful, approachable, and friendly, not somebody who is demanding and rude.
3. Keep it short
One of the most important email etiquettes is to write short emails. Long emails can look intimidating and are hard on the eyes, especially it all there is to read are long paragraphs after paragraphs. Such emails stand little to less chance of being read and responded to. Therefore, make it a point to write short and concise emails. If you cannot help but write a slightly longer one, break the message into easy to read bullet points. Highlight the things that are crucial to your message so that they don’t get lost in the meat of your email. To avoid confusion, follow up a long email with a personal phone call or setting up a face-to-face meeting to explain the message more clearly.
4. Avoid using abbreviations
Keep abbreviation usage to a minimum while writing official emails as they are generally considered unprofessional. It is not possible for everybody to know every abbreviation so don’t just assume. Write proper words to avoid creating any confusion, especially, when you are writing to your boss or a client. It shows that you have taken enough time to write to them or respond to their email instead of using a quick shortcut.
5. Read twice before sending
Proofread your message twice before hitting the send button. You don’t want to embarrass yourself in front of your boss or colleagues by committing stupid grammatical or spelling mistakes. Moreover, if you are replying to an email, check the ‘To’ and ‘CC’ fields carefully. Ensure you are addressing the mail to the right person and keeping only the required people in the loop.
Writing impactful emails is no less than an art. Following the above-mentioned email etiquette tips will not only help you write emails that are always read and responded to, it will also help you make a good impression on your boss.
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