Email is one of the leading ways of professional communication. The way you write and structure your email conversations seriously impacts how people perceive you. The level of professionalism in your work-related email correspondence can have a significant impact not just on your career, but also on your company’s brand. Bad email etiquette reflects badly on you and your company. On the other hand, good email etiquette improves public perception and increases chances of quick response from your recipient. There are the 10 simple email etiquette rules you should follow in professional environment:
#1 Use professional salutations
Be careful though, as there might be some regional variations and what is a good practice in one country, might not be well perceived in another. In the UK, the standard opening is “Dear + the person’s first name”. Using salutation such as “Hello” or “Hi” is also commonly acceptable. Depending on to whom you are writing to and your relationship with that person. In some situations, you may consider using “Dear + the person’s title + the person’s name”, for example Dear Professor Smith.
#2 Be clear in the subject line
The function of a subject line is to effectively summarize your email and give the recipient an idea why you are writing to them. If the subject line does not tell the recipient anything about the contents, why should they open it?
#3 Structure the body of your email
In email communication, getting right to the point is greatly appreciated. You should structure your email so that it is brief and addresses the key points. Good rule of thumb is that it should not be longer than two paragraphs.
#4 Keep it formal
In a professional setting, it is a good practice to keep your emails formal, at least until you establish really strong relationships. It is good to avoid emojis, too much business jargon and abbreviations.
#5 Practice good grammar
All of us occasionally make mistakes when it comes to correct grammar. It is always good to proofread your email before you hit the send button. If you want to make your life easier and write emails more efficiently, you can utilize free tools such as Grammarly that scans what you write for mistakes. To manage their email communications, most businesses use software such as MS Outlook, which also highlights any misspelled words.
#6 Avoid the use of emojis in professional communications
Including smiley faces in work email may potentially damage your reputation at work, and as research revealed, they may make you look less competent. Even though it can be really tempting to include emoji while you share or react to something funny, unless your recipient used emoji first you should not include one. With that said, you should be careful with humour in a professional email. You may think that something is funny, but others may perceive it differently. Especially in written communication that can sometimes be prone to misinterpretation.
#7 Use standard fonts and formatting
The standard formatting includes black text and commonly used fonts such as Times New Roman, Arial or Calibri, usually in size 10 -12.
#8 Respond in a timely manner
Respond only to messages that require a response and add value to the conversation. In a business setting, it is a good practice to respond to messages the same business day, or at least within the next 24 hours. If the email is regarding a complex issue and you do not have the answer yet, you can send a response with acknowledgement of receipt and inform the recipient when you will follow up.
#9 Check the attachment
Always double check if you attached the correct document, or if you did not forget your attachment. This will save you time, and spares you from sending follow up email and apologizing.
#10 Use appropriate closing and professional signature
Be courteous and include words of thanks before you close the email. Thank the recipient for their patience, cooperation, help or input. Then include a closing phrase commonly used in professional business communication such as Best Regards, Regards, Sincerely or Kind regards. As a final step, include your signature. Although many companies do have a template, you should be aware what to include in your electronic signature to look professional. A good signature includes: Your full professional name, Job title, Business phone/fax numbers, Business street address, business website and social media account, and a legal disclaimer, if required by you company.