Writing emails is a basic skill that most computer users take for granted. It is, however, possible to make rather embarrassing mistakes that may come over as unprofessional in tone or content, if you are unfamiliar with the latest email etiquette rules.

Email is the preferred form of communication in today’s workplace and it’s easy to see why. Not only is it fast and convenient but it also allows us to send and receive messages from just about anywhere. It is, however, important to make every word count, mind your manners and refrain from making embarrassing mistakes that may come over as unprofessional in tone or content.

Here’s an email etiquette checklist to consider before hitting the send button.

  1. Use a clear, informative heading that reflects the content of the email, in the subject line. Most people are inundated with emails and will, after a quick glance at the subject line, select to open those emails that are clear, decisive and look important.
  2. Check your grammar and spelling and make sure that you are using proper sentence structure. First words should be capitalised with the rest of the text in lower case. Typing text in all caps is equivalent to shouting and all lower case may look sloppy. Also refrain from using two or more exclamation or question marks (!!! or ???) at the end of a sentence as this can come over as being too emotional or immature or as being rude and condescending. If you use acronyms (e.g. SABC) make sure the recipient is familiar with the acronym and go slow with the abbreviations. For example using u instead of you is totally unacceptable.
  3. Write in plain, clear English free of jargon and text-speak. Start your email with a courteous greeting and make sure you spell the recipient’s name correctly. State the key facts at the start of your email and provide enough context or background information for the recipient to understand the topic without having to refer to previous conversations or emails. Use bullets to make it easy to scan your email and respectfully provide a specific time frame in which you would like a response.
  4. Check the tone of your email; is it professional and business like without being cold and distant or too informal and chatty? Be aware that people from different cultures speak and write differently and misconceptions can easily occur in this way. “A good rule to keep in mind”, says Barbara Pachter, author of The essentials of business etiquette, “is that high-context cultures (Japanese, Arab or Chinese) want to get to know you before doing business with you. On the other hand, people from low-context cultures (German, American or Scandinavian) prefer to get to the point very quickly.” It is also better to leave humour out of emails unless you know the recipient well. Conclude your email with a courteous closing and sign your name even if you have a standard signature at the bottom of your email.
  5. Use a professional email address even if you are freelancing or working from home. Babydoll or superman @… is totally inappropriate and may even be targeted as spam. Rather choose an email address that conveys your name so that the recipient knows exactly who’s sending the email. Also, double check the recipients email address to make sure the information you are seeking or posting does not end up in the wrong hands. Remember that an email address is private property and should be treated that way. Always type in the email address last so that it doesn’t accidentally get sent before you have checked and edited it.
  6. Only blind copy or courtesy copy an email when you need to keep all parties in the loop and to avoid giant lists of email addresses. Also check that the recipient has the necessary software to view an attachment before sending it off.
  7. When you are forwarding an email that originally came from someone else, make sure that private, inappropriate or superfluous information is deleted before sending the email.

If you regularly use the abovementioned checklist you will avoid many of the pitfalls of sloppy, unprofessional email communication and misunderstandings and your emails will receive prompt attention because you will be known as a pleasure to communicate with!

 

Sources

Before you click “send” email checklist. Retrieved from: http://www.netmanners.com/362/before-you-click-send-email-checklist/
Giang, V. 2013. 7 Email etiquette rules every professional should know. Retrieved from: http://www.businessinsider.com/email-etiquette-rules-barbara-pachter-2013-10
Rizzo, P. 2012. Email etiquette checklist. Retrieved from: http://www.listproducer.com/2012/04/24/email-etiquette-checklist/
Seeley, M. Email etiquette checklist. Retrieved from: http://www.mesmo.co.uk/assess-yourself/email-etiquette-checklist/