No one is perfect, and that includes when we write emails. However, making a few small mistakes in your email can have a big impact on how people see you. In this blog post, we will discuss the rules of email etiquette and how to avoid common mistakes. Following these guidelines will help make you look like a polished and professional email writer!
What is email etiquette?
Email etiquette refers to the set of rules that you should follow when writing and sending email copies. By following these guidelines, you can avoid common mistakes that can make you look unprofessional or even cause misunderstandings.
Some email etiquette rules are specific to certain types of email messages, such as business emails or thank-you notes. However, there are a few basic rules that everyone should follow:
1- Keep it professional
Just as you would with a letter or face-to-face conversation, avoid using slang or profanity in email messages. This includes irrelevant emojis and other emoticons.
While it is important to keep your email marketing messages professional, that doesn’t mean they have to be boring. You can still use a friendly and polite tone in your email messages. Just be sure to avoid anything that could be interpreted as too informal.
2- Use proper punctuation and grammar
Again, email messages are not text messages. You should take care to use proper punctuation and grammar in email messages, just as you would in any other type of writing. This includes using complete sentences and avoiding abbreviations.
Here’s an example:
Bad: gonna, wanna, idk
Good: I am going to, I would like to, I do not know
Of course, there will be times when you need to use abbreviations for clarity or space. In general, however, it is best to avoid them as much as possible.
Punctuation is also important. Take care to use proper capitalization, commas, and other marks as needed. Remember that email messages are not usually read aloud, so punctuation can help to clarify the meaning of your message.
Here’s an example:
Bad: I can’t come tomorrow
Good: I cannot come tomorrow.
If you are unsure about your grammar or punctuation, there are a few resources that can help:
Of course, you don’t need to be perfect. But taking care of your email punctuation and grammar will show that you are a polished and professional writer.
3- Keep the subject line short and clear
Your email subject line should be short and to the point. It should give the reader a good idea of what the email is about. For example, if you are emailing a co-worker about a project, you might use a subject line like “Project Update” or “Meeting Tomorrow.”
If you are emailing multiple people, be sure to include all relevant email addresses in the “To” or “Cc” line. This will help ensure that everyone gets the message.
Here’s an example:
Bad: Meeting Tomorrow
Good: Meeting Tomorrow at 11 am – Please confirm
As you can see, the second email subject line is much clear. It tells the reader when the meeting is and what action they need to take.
If you are replying to an email, be sure to change the subject line as needed. For example, if you are confirming a meeting time, you might use a subject line like “Meeting Confirmed.” This will help the reader know what the email is about at a glance.
4- have a good email sign off
Your email signature should include your name, job title, and contact information. You might also want to include a link to your website or blog. If you have a professional email address, be sure to use it for business email messages.
Here’s an example:
Best,
[Your Name]
[Your Job Title]
[Your Phone Number]
[Your Email Address]
As you can see, email signatures are relatively simple. But they can be a helpful way to give the reader your contact information.
Keep in mind that email signatures should be used for business email messages only. For personal email messages, you can simply sign your name.
5- Respond in a timely manner
It is generally considered polite to respond to email messages within 24 hours. Of course, there will be times when you can’t respond that quickly. But in general, it is best to reply to email messages as soon as you can.
If you are unable to respond right away, you might want to set an out-of-office message. This will let the sender know when you will be able to respond to their email.
Here’s an example:
Hello,
I am out of the office until [date]. I will be unable to respond to your email until then. For urgent matters, please contact [name] at [email address].
Thank you,
[Your Name]
As you can see, an out-of-office message is a polite way to let the sender know when you will be able to respond to their email.
On a final note
Email etiquette is important for both personal and business email messages. By following these simple guidelines, you can make sure that your email messages are clear and polite, and this will help you to avoid common mistakes and make a good impression on your readers.
Taking the time to write well-crafted email messages will pay off in both your personal and professional life. So don’t sweat the small stuff — email etiquette is worth sweating over!
