Email is a widely used method of communication in both personal and professional settings. While it is a quick and easy way to communicate, there are still some basic rules of etiquette that should be followed.
1). Don’t use all caps
While it may seem like you are emphasizing your point, it comes across as yelling.
2). Avoid using exclamation points
Again, this seems like you are yelling and can come across as aggressive.
3). Use spell check
This one is pretty self-explanatory, but it is important to proofread your email before sending it off. Nothing looks worse than a mistake in an email!
4). Keep the message clear and concise
Don’t ramble on – get to the point quickly so that the recipient doesn’t have to wade through a lot of unnecessary information.
5). Consider using bullet points
This can be helpful in keeping your email organized and easy to read.
6). Don’t use slang or abbreviations
Not everyone will understand what you mean if you use shorthand in your emails. Write out whole words and phrases for clarity’s sake.
7). Avoid forwarding chain letters or other spammy content
These are a nuisance and will likely just end up in the recipient’s trash folder.
8). Don’t send unsolicited attachments
Unless you are sure that the person wants or needs what you are sending, don’t attach anything to your email.
Large files can also clog up someone’s inbox so be considerate before sending them.
9). Use a professional-sounding email address
If you are corresponding with someone for business purposes, avoid using an unprofessional-sounding email address (i.e., [email protected]). Create a new account with your name if necessary – it will be worth it in the long run!
10). Think twice before hitting “reply all”
In many cases, replying to all is unnecessary and can just add clutter to people’s inboxes who don’t need or want to see your response.
11). Include a signature line
This is especially important if you are corresponding for business reasons as it provides contact information for the recipient should they need it later on down the road.
12). Choose an appropriate subject line
A good subject line succinctly summarizes what the email contains inside – this helps recipients know whether or not they need to open it right away or save it for later perusal
13). Be cautious when using humor
It can be difficult to gauge how well written jokes translate over email so err on the side of caution unless you know that the person receiving your message has a similar sense of humor
14). Mind your tone
The written word can often be misinterpreted so try to avoid sounding overly harsh, critical, or angry in your emails. If you are upset about something, it might be best to have a face-to-face conversation instead.
15). Use spell check
This one is pretty self-explanatory, but it is important to proofread your email before sending it off. Nothing looks worse than a mistake in an email!
16). Don’t forget to attach files
If you say that you are going to include an attachment, make sure that you actually do it.
Nothing is more frustrating than having to ask for something that was supposed to be included in the first place.
17). Keep your messages organized
If you are corresponding with someone about multiple topics, create separate emails (or use different subject lines) so that they can easily find what they are looking for later on.
This will save both of you a lot of time and frustration down the road.
Final thoughts
Email is a great way to communicate but it’s important to remember that there is still proper etiquette to follow.
By following the tips above, you can be sure that your email correspondence is both professional and courteous.
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