6 Email Etiquette Tips
We seem to be so time poor these days, so when writing to someone via email, consider how you address them and what is necessary to gain their response.
Considerating the amount of documentation, collaboration and information transferred via email today, not to mention email marketing, it is now important to make sure that the recipient receives your correspondence and its content is comprehendible so that any necessary actions can be taken and not ignored. Perhaps before you send an email, make sure that you clearly state your objectives and any time frames in which you require confirmation or response i.e. can you please RSVP before Friday’s meeting. Here’s my 6 tips on email etiquette to help ensure effective communication:
- If you are emailing a new recipient, introduce yourself and include a brief reminder of who you are in relation to the person you are contacting. Don’t just assume that a new recipient will know who you are based on your email address
- Don’t use caps lock and over use exclamation marks which can sometimes trigger your email going into spam. These can make the statements in your email appear as if you are shouting or angry. Since you can’t read the emotion or tone of the communication, then it is vital to keep it calm and friendly
- A common mistake made in email communications occurs when a recipient has been copied in (CC or BCC) to an email with little explanation of its relevance to recipient. This makes it difficult for the recipient to know if they need to action anything and if the material is of importance. Prior to copying multiple recipients in an email, consider what you are expecting from the recipients and if it is absolutely necessary that they are included and ask them to respond if that is what you want. Sometimes a BCC is simply used as a way of keeping that person in the loop but not regarded as good business practice in most circumstances
- Keep your email short and succinct – again, we are all time poor. Cut the waffle, perhaps do bullet points or number each item. And whatever you write, ensure you use spell check if you wish to be taken professionally and seriously.
- Provide a clear subject line. With inboxes often being clogged with hundreds of emails daily, it is important that your subject line clearly states what your email is about, this will eliminate the likelihood of your email being seen as spam or deleted without being read
- Although the introduction of email, mobile phones and mobile devices has enabled us to communicate while on the move, such advancements in technology have also greatly reduced telephone communication. If you are expecting a quick response to a query, an efficient way of obtaining the answer could potentially be via a quick phone call
BONUS TIP – Be sure your name is reflected properly in the “From”: field. Jane A. Doe (not jane, jane doe or JANE DOE) or not just Admin or Info
Emailing has become essential in our business and our personal lives, and when used in a sensible manner, it can be a very effective and efficient way of communicating without being too disruptive. The ever-increasing time that is spent dealing with emails in a normal work day highlights the importance of having good etiquette and consideration of the impact this form of communication has on others.