Email is the primary method of communication in the workplace and an integral part of our lives. Email etiquette is especially important today as every e-mail you send adds to, or detracts from your reputation. If your e-mail is scattered, disorganized, and filled with mistakes, the recipient will be inclined to think of you as a scattered, careless, and disorganized businessperson. At OFS Smart Repair we believe every email you send is part of your extended brand – your own and the company’s.
Here are the top 10 tips for email etiquette that everyone needs to be aware of and follow:
- Be clear in your subject line. With inboxes being clogged by hundreds of e-mails a day, it’s crucial that your subject line gets to the point. It should be reasonably simple and descriptive of what you have written about.
- Have good manners. Make sure your e-mail includes a courteous greeting and closing. Address your contact with the appropriate level of formality and make sure you spelled their name correctly. For example, “Good day Mr. Bond”, Good morning Mrs. Moneypenny”. Also, always end your emails with “Thank you,” “Sincerely, or” Kind regards”
- Spell check. Emails with typos are simply not taken as seriously.
- Respond to emails in a timely manner. After you receive an email, don’t tuck it away. The faster you respond, the better. The receiver will appreciate the fast response and your will be perceived as more dependable
- Never ever email angry. The golden rule is to never react, but always respond. With emotionally charged emails, wait until the next morning to see if you feel the same before clicking Send.
- Use exclamation points sparingly. The maximum number of exclamation points in a business e-mail? One. Otherwise, you risk looking unprofessional.
- Don’t use SHOUTY CAPITALS. Writing in all capitals can convey that you are shouting in your message, and nobody likes to be yelled at. Using all capitals can be annoying and trigger an unintended response
- Take Care with Abbreviation and Emoticons. Save abbreviations like LOL (laugh out loud) or IDK (I don’t know) for text messages among friends. Some may not understand your abbreviations. And while emoticons are fun, they just aren’t professional and you don’t know how the recipient will take them. Just like abbreviations, readers may not know what they mean. It’s better to spell it out and write what you mean.
- Keep your fonts classic. Purple Comic Sans has no place (ever!) in a professional setting. For business correspondence, keep your fonts, colors, and sizes classic. The cardinal rule: Your emails should be easy for other people to read. It is best to use 10- or 12-point type and an easy-to-read font such as Arial, Calibri, or Times New Roman.
- Always include a signature block. Provide your reader with your full name, title, the company name, and your contact information, including a phone number. If you’re social media savvy, include all of your social media