Email is undoubtedly one of the most effective, efficient, and prevalent forms of communication we have in today’s business world. Let’s face it, emails are convenient, quick, and super-easy. But, there’s somewhat of an art to getting them done right. They need to be professional and appropriate in order to be effective. After all, a poorly written email can be all the difference between sealing a deal and waving goodbye to a massive investment. Below are the 10 most important email etiquette tips that we know will help ensure you get the best possible results in your everyday communications.
10 Email Etiquette Tips to Know About
- Keep Things Simple
Emails should be concise, focused, and devoid of any unnecessary information. Bullet points, short sentences, and concise lists are the way to go if you want your messages to be easy to read and easy to understand. Try to avoid cluttering your email with any more information that is absolutely necessary.
- Always Be Professional and Polite
It is a good idea to open and close your email message with the most polite and appropriate greeting while keeping your tone as positive as possible. It is much better to be more formal than overly casual when you want to make a great impression.
- Try to Respond As Soon As Possible
You should always try to respond to your emails within 24 hours of receiving them. If you don’t have an answer right away, acknowledge that you have read the email and will respond as soon as you have the required information.
- Be Sure to Answer Emails Fully
Try not to waste time or clutter up an inbox with multiple responses to one email. In fact, try to answer all aspects of an email and aim to fully explain answers so that the person reading the email doesn’t have to ask further questions.
- Read Before Sending
Always proofread your emails for grammar, punctuation, and spelling errors before you send them. Even the simplest of spelling mistakes can make your email look unprofessional and make you look as though you don’t care.
- Use the Subject Line Every Time
It is vital that you explain the email that you are sending. You can keep the subject line specific, relevant, and brief. You don’t want your email to get lost or ignored in the recipient’s inbox.
- Avoid Using All Caps
Email recipients often interpret this the wrong way, and all caps just look unprofessional anyway.
- Don’t Send an Email in a Temper
If you are angry about something, take a little while and wait before you send an email. You never want to say something in your email that you could regret later on.
- Make Sure the Format is Professional
Stay away from emoticons and coloured texts when you are sending professional emails, as they are simply too casual. Also, use a signature generator to include a professional and attractive email signature.
- Check Who the Email is Going to and What You Are Sending Them
Don’t hit the send button before double checking that you have put in the correct email addresses and attached the right documents.
It’s important to make a good impression with emails. Using these tips will ensure your emails are efficient and professional.