We can never be grateful enough to internet and technology for making communication so easy and quick. Most people are either an email or a chat message away. Emails and chat messages have brought us closer and improved our connectivity. Many times I receive emails which look like chat messages or Instagram stories.The chat message style is perfectly fine while writing an email to a friend but it is unacceptable for professional emails. Instagram stories are heart touching and perfect for Instagram but the same style doesn’t work for emails. Polish your email etiquette with these 8 email writing tips which are obvious yet hugely mistaken; especially when emails are written in a hurry.
EMAIL ETIQUETTE | EMAIL WRITING TIPS FOR PROFESSIONAL EMAILS
1. SUBJECT LINE
Many times I have received forwarded emails where the email content doesn’t match the subject line. This conveys that either the sender doesn’t care about it or he is too busy to change the subject line of a forwarded email.
An email with a subject line that is clear, simple and to the point is most likely to be read. Avoid writing subject lines in all caps, or all lower case, with URLs, exclamation marks, and emoticons as these may either appear spam or childish to the recipient.
If the person receiving your email doesn’t know you well, then a brief introduction of yourself will make it easier for them to take appropriate action. Just don’t write a long biography of yourself. A subtle yet effective approach to introducing yourself is including a signature in your email.
Besides your name and company logo, email signature should have your designation and official contact numbers. You may also add your website, links to your social media accounts.
3. BE SPECIFIC
The most boring emails are the long emails which seem to have no focus. It takes a while to understand the author’s message in the email. Keep your emails to the point and consider that many of your readers have only 5 minutes to read your email.This is a general rule and there can be exceptions to this.
Another example of being specific is – Instead of writing I will get in touch shortly, you can mention I will revert within 24 hours, within 2 days or by a specific date.
4. AVOID USING EMOTICONS, SHORTCUTS OR SLANG
Professional emails become unprofessional when emoticons and meaningless gestures like (:-P) are used. Another unacceptable practice is using words like Oh Ok, K, 4u, Gr8 in business emails.
5. AVOID EXAGGERATION, COMPLEX WORDS AND JARGON
Simplicity is always the ultimate sophistication. Avoid fancy words which are difficult to understand. Avoid exaggerating the same point throughout the entire email. I received an email once from someone who doesn’t even know me and wants to work with me.
His email sentences read like – “I would like to meet you for an interview dear. It will be so interesting to work with a creative designer like you dear.” The reader will figure out something is fishy while reading such over polite emails.
6. USE CC/BCC WISELY
Have you received Christmas mailers or Diwali greetings with email addresses of other 400 recipients visible in the CC section of the email? In this case, the sender made it very easy for everyone to get hold of his huge email list.A recipient can treat this as a breach of privacy.
When sending the same email to more than 1 recipient for mass mailing, enter the email addresses of all the recipients in the BCC section.
7. KEEP IT CLEAN
A chain of HTML emails includes excessive carets like (>>>);which can make the email appear messy. Keep your emails neat by selecting Ctrl+F and use the Find and Replace command to find a caret, replace all of them with nothing.
You can also avoid sending long email chains by deleting unnecessary emails within the trailing mail. Clean it up and then send it. Use lots of white spaces, line breaks, bullet points so that your email doesn’t look like a huge task to read.
8. COMPRESS ATTACHMENTS
Your email attachments can take forever to download if there are too many files or if they are large in size. If you want to send several attachments or high resolutions files; you can use file sharing utilities like Dropbox, ge.tt, WeSendit and similar websites.
Make the most of your email writing efforts by avoiding these common mistakes while writing business emails.
Do you follow a specific email etiquette while writing professional emails? How do you make your professional emails just right for your recipient? Any tried and tested suggestions? Share your email etiquette tips with us in the comments below.