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The "sent from my iPhone" or "sent from my phone" note is meant to apologize in advance for any spelling errors or bad formatting, but it can be considered poor form by some. If you need to send an important email, it's better to send it from your computer.
If you're out of the office or on vacation, setting up an "out of office" message will make people aware that they won't receive a response from you right away.
Some email programs will use a queue to hold emails before sending them. In some instances, messages won't get sent. Make it a habit to check your outbox to ensure all your emails are delivered.
It is good communication and email etiquette to reply to every message within one to two days. If you can't, send a short reply (or autoreply) acknowledging receipt of their email and that you'll get back to them by a certain time or date.
You should never assume the recipient knows who you are. Always start your emails with a short introduction containing relevant information about yourself.
A read receipt is an alert that indicates when an email is opened. These notifications can clog up inboxes and may not be accurate due to the technological changes in how emails are received.
Many people send emails from their phones, which can increase the risk of errors - particularly when using voice dictation tools, as the technology may not register the correct word.
While email used to be treated the same as any other business correspondence, nowadays, people prefer to be addressed by their first name.
If an email doesn't need a response then it's best to not send one. Replying with "thanks" or "ok" doesn't convey additional information and clogs up inboxes.
Using complete sentences and punctuation makes an email much easier to read and understand.
Use "cc" (carbon copy) when you want to loop in people who need to see the email you're sending. It's useful when planning a group event or when making someone, who is not the primary audience, aware of something.
Before sending, proofread your email for any spelling or grammar errors. You may wish to download a tool to help you catch common mistakes. Proofreading also ensures you have attached a file (if relevant) and you've spelled the recipient's name correctly.
To avoid the "reply all" issue, people tend to use "bcc" (blind carbon copy) for mass emails that don't require a response and to hide email addresses to protect recipients' privacy.
Emailing is an effective way to send information to a large group of people at once. However, not everyone will need to read or reply to the message, so consider who should be involved in the email chain before hitting the "reply all" button.
Many people preview their emails by reading the subject line and first line of the body of the text before deciding if they want to read the whole thing, so keep your subject line brief but specific.
Set up a signature that automatically appears at the bottom of every email you send. It should include your full name, job title (if using a business email), and contact information. You may also wish to include your preferred pronouns.
Forget GIFs, quotes, and funky fonts; keep your email formatting simple. It will look unprofessional if sent from your business email address, and the layout may not format correctly on mobile devices.
Email addresses are used for everything, from making medical appointments to applying for jobs, so you need an easy-to-understand email address. Use a combination of your name and a few numbers when creating an account.
Email etiquette is a collection of polite habits and unspoken rules that help us communicate in an efficient and professional manner.
Sometimes, emailing is the only demonstration of our communication abilities. Email etiquette is an important job skill and makes a good impression on others.
Only include the email addresses of people who need to receive your message. Adding people "just in case" can create extra work for your colleagues or fill their inboxes with irrelevant emails.
Some emails are not intended to be forwarded, especially if they contain sensitive information, so use caution before forwarding a message. If forwarding a long email thread, summarize what's being discussed so the recipient knows exactly what you want from them.
Sources: (Reader's Digest)
See also: Simple ways to refresh your business image
Fortunately, this informative gallery contains all you need to know about email etiquette, ensuring you won't make any faux pas when sending your next message. Simply click on to discover more.
People receiving emails prefer to read concise, to-the-point messages without being blunt or rude. It's also helpful to include your request, such as committing to a meeting or sending a file, in the first paragraph so the recipient knows what to expect.
If you are self-employed or a freelancer, it's a good idea to have a separate email address strictly for business. This makes you look professional and reduces the likelihood of embarrassing email mistakes.
You should practice good social and business etiquette in every email you send. Use clear communication and a kind tone.
When including URLs in your emails, it's best to shorten them using a URL shortening tool, as this makes the email look cleaner and easier to read.
Humor can easily get lost in translation over email. It's best to keep all forms of humor out of professional email conversations unless you have a personal relationship with the recipient.
For some places of work, emojis in emails are deemed unprofessional, but a place with a more casual corporate culture may welcome their use.
Email etiquette rules you should be following
Are you up to date on your online etiquette?
LIFESTYLE Communication
In the digital age we live in, emailing is one of the most preferred and efficient forms of communication. Whether we are emailing a boss or a colleague, there are etiquette rules to adhere to. As technology evolves, what is considered "good" or "bad" practice in emails also changes.
Fortunately, this informative gallery contains all you need to know about email etiquette, ensuring you won't make any faux pas when sending your next message. Simply click on to discover more.