E-mail is one of the most efficient and prevalent forms of communication in the business world. Emails are fast, easy, and convenient – but they must be done professionally and appropriately in order to be effective.
A poorly written email can be the difference between yes and no – the difference between getting a job or missing out on a career opportunity.
Below are 10 essential email etiquette tips that will help ensure the best possible results in your day-to-day communications:
1. Keep it simple. E-mails should be focused and free of unnecessary information. Lists, bullet points, and short sentences will make your message easy to read and understand. Don’t clutter the e-mail with more information than is needed
2. Be polite and professional. Make sure to open and close your message with an appropriate and polite greeting while conveying a positive tone. It is always better to be more formal than too casual when you are looking to make a good impression.
3. Respond in a timely manner. E-mails should be responded to within 24 hours. If you don’t have an immediate answer, acknowledge that you received the email and will respond as soon as you have more information.
4. Make sure to fully answer an email. Avoid wasting time and cluttering an inbox with multiple responses to an e-mail. Make sure to answer all aspects of an email and fully explain your answers so that the recipient does not have to continue asking questions.
5. Proofread. Always look over your e-mails for spelling, grammar, and punctuation errors. Simple errors like these can cause your e-mail to look unprofessional and give the impression that you don’t care.
6. Always use the subject line. It is important to explain the email you are sending. Keep it brief, relevant, and specific. You want to keep your email from being ignored or getting lost in your recipients’ inbox.
7. Don’t use all caps. Your e-mail recipient may interpret this in the wrong way. Using all caps causes the email to look unprofessional.
8. Never send an email when you’re angry. If you’re upset about something, take a moment and wait before sending an e-mail. You never want to say something in a message that you may later regret.
9. Keep the format of the e-mail professional. Avoid colored texts and emoticons when sending a professional email, this often causes the message to look too casual.
10. Double check who you are sending an email to and what you are sending them. Make sure you are sending your message to the correct email address and you have attached the correct documents.
When it comes to business e-mail communication, it is important to make the right impression. Using these tips will help ensure that your e-mails stay professional and efficient, and will help you get noticed beyond those who do not take the time to consider important e-mail etiquette.