Paying attention to the simplest things you do at work can take you a long way in your professional career. Communicating is a core part of any job, and since emails are the bulk of business communications, knowing proper email etiquette is mandatory for work.
The countless number of times you have forgotten to attach the files in an email while stating clearly that “the files have been attached” or the numerous typographical errors have done damage to your professional image. Since everything you do on the internet leaves an online footprint, giving an unprofessional impression through your emails will harm your reputation.
Here is a guideline to help you refine your professional image through emails:
Read your email before hitting the “send” button. Review the text of your email; check whether you have attached all the files and fixed errors. Choose a brief and relevant subject line for your email. Proofread after using the grammar and spellchecker. Expect your emails to be forwarded or go public. Do not write anything that has the potential to harm your image or that of others. If it is an important email or intended for a large audience, get it read by a second person for opinions. Plan in advance. Clearly state the actions expected of the receivers and expected dates for response and provide ample time. Mention deadlines and important dates clearly. When you request action, provide all the information your reader needs to submit. If you expect multiple actions, use bullet points to list the actions in bold fonts. When replying to a request, check whether you have addressed all the necessary queries. Be succinct. Keep your emails brief and relevant. Use bullet points where possible. Write short, complete sentences and use blank lines between groups of texts. Make different paragraphs for different ideas. If your emails need to be large, include a summary and/or recommendations. Standardise your emails. Use standard fonts of 10-12 size for easy reading. Do not use abbreviations the reader might not be familiar with. Avoid random capitalisations, emoticons and smiley faces, unique abbreviations (LOL) and excessive use of punctuations. Adding philosophical or religious quotations beneath your signature is often annoying and unprofessional. Using graphics and coloured texts distract the core purpose of the message. Adopt situation appropriate greetings and endings to your emails. Add the human touch. Avoid sarcasm, criticism and finger-pointing. Use active and positive language. Elaborate your sentences if not doing so would make you appear abrupt. Reply with a “thank you” only when the situation demands. Unnecessarily jamming someone’s inbox is unprofessional. Be confident about what you send because once it is sent, it cannot be undone.