Email etiquette for the professional to win over clients, co-workers, friends & family. Inbox, Outbox, Starred, Sent, most of our professional life revolves around emails. We send and receive dozens of emails every day. Your reply to the emails should look, feel, and sound professional. Sometimes, you might end up making embarrassing mistakes and until you realize, you find out that the email is gone. On an average, an employee might receive hundreds of emails each week. You might not need to reply all, but to the ones you reply, the reply must be impressive. Here are some email etiquette rules every professional should learn. The basic email etiquette is to be polite and write to the point. Read on for what else constitutes the most important part of email etiquette.
The email address should be professional
You might have created an email address with your cute nickname in your school days. The fun names added by you can damage your image.
If you are working in a company, use the email address of the company. If you are self-employed, create a professional email address that includes your name.
Add right recipients
And this is the best thing you can do. You are writing a good email and accidentally you end up sending it to someone else.
It affects you in two ways. First is, if you don’t realize you have sent the email to someone else, you might lose an opportunity. Second is, you will end up irritating the wrong person with an unnecessary email.
Keep the salutation professional
“Hi”, “YO”, “Hey”, all seem good with your college buddies. When you are replying to an email as a professional, your salutation must sound professional.
“Hello” is the right salutation. Also, make sure you don’t shorten the receiver’s name until you don’t have a personal bond like that.
Don’t be hurry to “reply all”
Would you love to read emails that have nothing of your interests? And the answer is a “no” from not only you, in fact, no one wants to have unnecessary emails. Don’t hit reply all unless and until it is actually required.
Subject line must be clear
If you are habitual of living subject line empty, change your habit today.
Add a clear and concise subject line that gives the receiver a hint of the email body. The subject line is the part of your professional behavior. It will also raise the chances of your email being opened and replied back.
Include your signature block
At the end of the email, a short signature block is decisive. The block can include your full name, job title, company name, company website, your contact details, and website if you own any.
Don’t force humor
Humor is not meant for everyone and everywhere especially when you are not well at that. Also, written humor can lead to misunderstandings.
Don’t write anything that you are not sure is funny. If it is important for you to add that, add only if you are sure that it sounds only funny and not stupid.
Understand the recipient’s culture
If you are working with a diverse client base, you need to be more cautious about your email. Try to know the cultural background of your clients and infuse the similar sense in your email to prevent miscommunication.
Some clients might want to know if there is cultural understanding before initiating the business with you.
Proofread before sending
Never trust your spell checker, it can correct spellings but it cannot read your mind. Also, you might forget to mention something important.
Read your email loud and check if everything is fine with it. Read it 2-3 times before hitting the send button.
Make use of Bcc option
Bcc stands for black carbon copy. When you Cc the email, the email address of all the recipients are shown to each other. However, if you use Bcc option the email will not be visible to other recipients.
There are people who don’t want their email address to be shared with everyone.
Add the email address in last
Write the email conveniently and add the email address in last. It saves you from sending unfinished email as email will not be sent before adding an email address if you abruptly hit the send button.
Write, read, and proofread. Add the right email address and send the email.
Keep the language professional
Adding unnecessary punctuations and being too friendly in email can make you look unprofessional. Emails are meant to be professional. They are different from personal chats.
Add punctuations sparingly and refrain from adding a number of them at the end of the email. Add just one wherever necessary, if you don’t want to look immature.
Follow these simple email etiquette rules and you will sound completely professional. You can prevent all the embarrassing moments due to wrong emails, inappropriate spells, and bad grammar. Good emails help you build better relationships with your clients and increase your credibility. Remember, just like words, an email once sent cannot be taken back.