4 Awesome Email Etiquette You Didn’t Know About

Email is very important form of business communication, and continues to grow in size, scope, and complexity. Email combines the speed and informality of business communication. Though, emails have many beneficial features and practical uses, it can also be a highly challenging form of communication. This is because most email lack formality. Many of us do not follow proper email etiquette that can easily cause problems, misunderstanding, waste time and reflect poorly on our Personality.

email etiquette
follow email etiquette

Email Etiquette is a set of unspoken ground rules of writing emails. Here are 4 best ways to follow email etiquette which will help you to be a professional communicator and make a positive impression when communicating with new people.

Know your Why

Before writing email you must know ‘why you are sending email?’ . You must know your objective of writing email. You must only send emails which are necessary shows respect for the person you’re emailing.

Keep it Short

You must write your message clearly and must avoid over-communicating in email. It is  better to write another email if you have many ideas and subject to write for.

Follow the Standard Structures

Here’s a standard structure to get you started when writing email.

  • Good Subject Line
  • Greetings and Salutation
  • Introduction and Purpose
  • Body Details
  • Call to Action
  • Closing and Signature

Good subject line

Writing clear and concise subject line indicates the purpose of writing email. you must write subject line in five to eight word. Let’s look each at depth.

  • One-word heading should be avoided. (e.g., Important, Help, or Urgent)
  • Provide key information such as purpose and urgency if you need response
  • Avoid all caps

Here are examples of bad Subject Line: “Re: Re: Re: Need to talk about change” and Good Subject Line: “Important: Project Orion Timeline Acceleration”.

Greetings

Greeting is the first line of the email — “Dear, [Name]” is a typical greeting or even “Hi, [First Name]” gives positive impression to your email. You must use the addressee’s name and title for formal message. The recipient names should be written usually in casual business communications.

Introduction and purpose

The introduction part is very important in case you’re emailing someone for the first time.
For example,

  • “I found your book on [topic] really helpful.”
  • “It was great to meet you at [event].”

If you’re writing to someone you know,”I hope you’re well.” or “How are you?” would be sufficed.

Purpose

You must illustrate your purpose of writing email by saying, “I’m emailing to ask about…” or “I wondered if you could help with…” This will build the context for your email. If you need to explain in detail, it’s better to attach a document and refer in the main email.

Call to action

You must always begin with the end goal of your email writing. so it is necessary to call for action and illustrate exactly what you are looking to get from recipient.

Closing and signature

You can write the email sign-offs by using the words (ex: Sincerely, Respectfully, Best Regards) in case of general professional email. You can also include Contact Information and Job title at the closing part.

Proofread

You must keep your message clean and brief and professional. So you must delete any unnecessary words, sentences and paragraph as you proofread before sending email.


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