5 Tips For Great Email Etiquette

Good email etiquette can look professional

Email dominates life at work in this day and age; it’s the most common way to easily and quickly talk to someone while allowing you to keep track of conversations. While many people might prefer to talk face to face or on the phone, it cannot be denied that email is incredibly important.

As such, there are fundamental rules to email etiquette that many people may not understand. How you format an email can be very influential in someone’s opinion of you; no one wants to deal with someone without basic manners!

As such, we’ve put together 5 tips that will help you to have the best etiquette every time, so take a look and keep them in mind!

Spell Everything Properly

This may be a no brainer to some people, but with the rise of ‘text speak’, slang and the increasing use of emoticons among younger people it’s important to remember that for the most part, it has no place in a work email.

No one would take a professional email seriously if it was full of ‘u’, ‘lol’ and all the other shorthand slang that we see nowadays. It does not convey a professional work ethic and it’s highly likely it wouldn’t be appreciated by the other end. Only engage in this kind of grammar and spelling if you know someone very well and you are aware that they wouldn’t mind it.

Respond Quickly

Now by quickly we don’t mean within 2 minutes of getting the email, no one expects to receive a reply that fast in the workplace. But it is preferable to reply to an email within a day or two, any longer than this and it may be perceived as being incredibly rude.

In situations where business proposals are being offered via email, it’s even more important to ensure that you give your client, or prospective client, the respect that they are due and respond as quickly as you can. There is always the chance that they might become offended by the lack of response and move their business elsewhere.

A Clear Subject Line

Be more professional with excellent email etiquette

Be more professional with excellent email etiquette

You may not realise it, but the subject line can make or break your email. Make sure it is short and concise, there’s no point in having a long and meandering subject that no one will read. Try to make sure it is also grammatically correct and not full of caps lock as this can look incredibly unprofessional and the chances of your email being taken seriously will be slim.

Remember the important rule here, if you wouldn’t open an email with the subject line you are sending, then why should they?

Include A Signature

Signatures give your emails a professional look as it provides some clear information about you and your workplace. When emailing someone new, it will also allow them to establish where you are in the hierarchy of your company and give them a good basis to understand your position.

Try and include contact information including a phone number if you have it and your email address again. Often companies will give employees a signature image to use that will promote the company, but just make sure that it’s not too large. No one wants to read an email signature that goes on for longer than the email itself.

Professional Greetings

Often one of the hardest things about writing a new email in a professional environment is figuring out how to start the email and greet the person. You may feel that you need to be incredibly polite with ‘Dear Sir/Madam’, but often a simple ‘Good Morning’ or even just a ‘Hello’ can be acceptable.

Most importantly, do not greet them like a long lost friend. They don’t know you and so should not be greeted with ‘Hiya’, ‘Hey’ or anything along those lines. Keep those greetings strictly to friends or colleagues that you’ve known for a long time. Try and use their name if possible as well, a ‘Good Morning Alex’ will be much more appreciated than something cold and formal.

What Email Etiquette Tips Do You Have?

There are many, many more tips that we could list as email etiquette is understandably a fragile area to navigate, but these 5 tips are a great starting point to help you navigate this formal world.

Do you have any more tips that could be important? Why not let us know, we’d love to hear your crucial advice!

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Sarah Jubb

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