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What is email etiquette? -

Email etiquette is a collection of polite habits and unspoken rules that help us communicate in an efficient and professional manner. 

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Why is email etiquette so important? -

Sometimes, emailing is the only demonstration of our communication abilities. Email etiquette is an important job skill and makes a good impression on others. 

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Use your name in your professional email address -

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.

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Separate business and personal emails -

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.

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Have a short email signature -

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.

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Keep formatting simple -

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.

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Be concise -

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.

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Use an accurate and clear subject line -

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.

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Only email the relevant people -

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.

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Don't assume pronouns - Getting personal details right is important when writing an email. Make sure you have spelled the recipient's name correctly and use gender-neutral pronouns.

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Think before clicking "reply all" -

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.

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When to use "bcc" -

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. 

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When to use "cc" -

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. 

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Use spell and grammar check -

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.

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Write in complete sentences -

Using complete sentences and punctuation makes an email much easier to read and understand. 

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Don't address recipients as "Mr.," "Mrs.," and "Ms." -

While email used to be treated the same as any other business correspondence, nowadays, people prefer to be addressed by their first name. 

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Don't send or ask for read receipts -

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.

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Be careful when using voice dictation -

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. 

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Skip "thanks" replies -

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.

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Be cautious with emojis -

For some places of work, emojis in emails are deemed unprofessional, but a place with a more casual corporate culture may welcome their use.

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Reply within 24 to 48 hours -

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.

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Set up an "away" message -

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. 

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Don't use the "sent from my iPhone" sign-off -

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. 

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Check your outbox -

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.

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Be polite -

You should practice good social and business etiquette in every email you send. Use clear communication and a kind tone.

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Be careful with humor -

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.

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Introduce yourself -

You should never assume the recipient knows who you are. Always start your emails with a short introduction containing relevant information about yourself.

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Shorten links -

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. 

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Think before forwarding -

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

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