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10 Tips For Perfecting Your E-mail Etiquette
Emailing is a popular communication used by many people today. We interact with friends, family, and colleagues using emails. Some individuals receive several emails a day, and it vital to know the right email etiquette to ensure that you send the right thing. Here are ten tips that you need to have in your mind when you are emailing others.
This is a very important tip that you need to consider as you write your email. Ensure to write your emails in the right subject line for your recipients to be aware of the type of email they get before they read. So, when, for instance, you have finished writing the body of your email, and you are sure that you are sending it to the appropriate person, then you need to write in the right subject line.
Avoid writing informal and colloquial subjects like “Hi” as the subject line. Write something relevant to the body of your email. An email that lacks a subject line is normally disregarded, or it even ends up in the spam folder. An effective subject line enables the recipients to easily find the email in the future when needed without any struggle. Be keen on the email subject line and ensure it is relevant.
Knowing your audience is another important thing in email. If you are addressing a formal recipient, your sing-off and greetings have to be consistent with the respect and formality of the person. Know the right kind of words to use in your email so that you do not sound irrelevant in your communication.
For your informal recipient, you have to know the kind of words to use, whether your words have to be polite and relaxed will all depend on your relationship with the recipient. Please do not throw in words unnecessarily, know the appropriate words to use at it part of your email. You have to keep in mind that what you write in your email is a reflection of you, and every email you send adds to, or it distracts your reputation. Ensure that you embrace this etiquette by knowing your audience before you begin writing your email.
Although it can be something of common sense to anyone, it is an important tip in emailing. When you are writing, you are prone to making unnecessary grammatical mistakes, but it is vital to proofread your writings. You can be in a hurry to respond and type your email and hit the send option without checking what you have written. You have to spend time on your written email to ensure that there are no issues in it before you can send it.
Check out for the spelling errors and the flow of your email and ensure that it is consistent and effective. The small grammatical errors can affect your professional reputation, especially when sending important emails to an important person. Always take a few minutes of your time to go through your written email before you can hit send. You can use the spell checker to check your spelling mistakes.
It would help if you always learned to avoid responding to emotional emails. If you receive a rude email or one with information that you do not like, you should not reply to the email immediately. It is vital for you when you find yourself in that kind of situation to draft an email and then come back to it later when you are calm. Responding to an email when you are emotional can lead to further upset, and you can be more emotional and react badly.
When you are emotion, you can be tempted to reply to your email promptly. We have sometimes been on the receiving end of a rude or angry email. Try always not to respond to it by using a similar tone, and you have to take some time to collect your thoughts and let the email digest. Think about the words that you want to reply to and ensure that they are right before you can respond.
Avoid discussing confidential information via email. Confidential information can sometimes get to the wrong person without your knowledge when communicated using email. Confidential information could include someone’s tax details or information on a great business deal. Always be extra careful when communicating some information that requires privacy, or you should avoid communicating them via email. Sometimes if the confidential information gets to the wrong recipient, you could even face legal actions.
If it is necessary that you are to use the email to communicate, ensure that you check out carefully if the recipient is the rightful intended person. It would help if you always learned to use other communication channels when communicating confidential information to other people. By doing so, you will avoid getting into mistakes of sending emails to wrong people, which can cost you or even cost your business. Keep confidential information with the high privacy it deserves.
It is common that in the workplace, sending of emails is normally to every member of the workforce. Most email senders will always hit the reply-all button, avoid being the kind of person who hits the reply button anyhow. Be extra careful when using the reply-all button, and you need to use it when you are sure that all the members have to read the email.
It is usually annoying to receive distracting emails or many amounts of email notifications from many people that are not of interest to you. It is always important to respond or send an email to an individual recipient at a time unless everyone in your email thread must receive your email. Use the reply all sparingly when it is only necessary to avoid sending emails to many people that do not need them. Have this etiquette in your email writing.
When sending your emails, ensure not to send short and long emails. Avoid unnecessary short emails such as thank you as these floods the inbox. To avoid the unnecessary emails with the one-line response, you can write “ No need for response” in your email. Therefore ensure to know the emails that do not need an unnecessary response as your email.
Moreover, long emails are sometimes boring to read by people. When you send your emails, people normally read the first few lines and skim over the other information. It is, therefore, unnecessary for you to send long emails with much unnecessary information. You can summarise your information on the first few lines of your email and ensure that you include the essential details about the email subject. If you are one that is fond of sending long emails, then no one will care about the vital information that you are sending.
The use of proper salutation is an important etiquette in sending emails. There are different salutations for workplace emails and informal salutations. When choosing the right salutation to use, you have to have known the recipients of your email. If your audience is the formal individuals, then salutations such as; hello, dear, and hi will be applicable. Ensure that you are using the appropriate salutation in every type of email that you send for you to remain relevant in your email writing.
When writing to an informal audience, such as friends and family members, you need to use informal salutations when communicating with them. It is, therefore, essential for you to choose the right salutation for your email and format it in the right manner. Learn and exercise this kind of etiquette in your email today, and you will be more professional in your emailing.
Responding on time is another important etiquette in emailing. Although you can take your time to respond, it is vital to answer your emails on time. Many people sometimes are not available on the internet always to reply to some information on their email box instantly. Depending on the nature of your emails and the sender, it is vital to give your email response 24 to 48hours timely.
Also, responding to the emails depends on the urgency of it; you need to know the different kinds of emails that you send to know the ones that require quick attention. Always be constantly checking your email box for any messages to ensure that you communicate instantly to your senders. Learn to have a culture in you, which makes you reply to your emails promptly so that your senders do not keep sending more without your reply. A timely response is an important thing in email.
Late-night emails are not good, although it is difficult to avoid most people respond to their emails at night. At night your mind is tired, and you will have several mistakes in your email when responding to them. If it is an important email, you need to send it with the extra care that it deserves to avoid unnecessary mistakes.
The best thing for you to do at night if you are tempted to respond is to write a draft of the email, and you go through it in the morning before sending it. By doing that, you will be able to go through the email and correct mistakes and confirm that it is going to the right recipient. Avoid the late-night emails at all costs and always ensure that you write and send your emails when you are fresh to avoid many errors.
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