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Top 5 Email Etiquette Rules Every Working Professional Should Follow

December 16, 2015

Email is the most commonly used professional medium of communication today at every workplace. However, considering the increase in usage of email exchanges every day, professionals are expected to be connected online everywhere they go, anytime of the day.

Since professionals are required to reply many emails during a typical workday, there is an increased possibility for errors to creep in, that can have serious implications at work. Here are top 5 email etiquettes, if followed by professionals diligently can reduce chances of overlooked errors at work:

  1. Always make it a point to acknowledge receipt of every email with an appropriate response. While your Inbox can be flooded with many emails for the day and you may not have time to reply to all of them immediately. But remember to reply back. This shows you are paying attention to your work and getting involved, only to make your work ethics grow stronger.
  2. Choose simple words and crisp subject lines to succinctly communicate importance of the message to the reader. Your chosen subject line should directly address the topic and do not use abbreviations or SMS language in the body of the email nor subject line.
  3. Be careful of the language and emotions you use in the body content of the email. Emotions set a lighter tone of your email and are not viewed by recipients with utmost seriousness. Do not try to overdo with sense of sarcastic pun on words in a written formal email as this might leave room for misunderstandings. When dealing with critical situations, always try to avoid miscommunication by email and choose face-to-face conversations. Tailor your message to not cause any cultural differences on reader’s mind.

See: 5 Ways to Be Unique and Differentiate Yourself in Your Job Search

  1. Proofread your message carefully, multiple number of times before you actually send it to the targeted recipients. If only you could spend few minutes to correct the email for errors in spellings, punctuations and sentence fragmentation – to make sure all pointers are covered, it will help reduce further hassles of back-forth email exchanges and communications followed with telephone calls and alternative mediums.
  2. Take responsibility for your mistakes and send apology notes, if required to your clients/customers in case you sent across an email that sounded offending in nature. Even an email that is sent across in hurry, when not thoroughly proofread can create misunderstandings, so do not hesitate to send across revised emails. It is better to always own up for your mistakes, before your colleagues point it out to higher bosses. Do not write anything inappropriate, unprofessional and unfriendly even to a friend at work, this can hamper your chances of career progression in the longer run.

Also when replying to emails, make sure the recipients are appropriately verified and the subject matter in question is addressed right with justified answers. Always maintain the same font style and do not use stylistic fonts (such as for example, Monotype Corsiva) with bold colours that impact reading experience of the clients. These five basic email etiquettes should be implied and well incorporated as a standard procedure before shooting out emails to clients and customers.

Also read: How to Win Professional Contacts and Network Better?

Image credit: growpersonality.com

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