As the world’s most preferred method of communication, emails are sent and received more rapidly and in increasing numbers than ever before. We can spend as much as half of our work day answering and dealing with emails. Making sure that your email message is effective and uses proper email etiquette is essential.
There are fundamental elements that every email should contain: emails should be concise, clear and free from grammatical errors. Emails written without proper etiquette can give a poor impression of you and your company. As emails are text based, they can be easily misunderstood: always take the time to read your emails to ensure that they communicate exactly what you want them to. Ultimately, writing clear, professional e-mail messages will enhance your reputation and success.
Always monitor the tone of an email – never use capital letters as this is seen as ‘shouting’. Avoid emoticons and abbreviations within work emails. Avoid using inappropriate formatting such as bolding and underlining and keep the tone neutral and professional. Use proper composition and structure your messages so they flow logically and ensure that they do not contain grammatical errors. Answer your emails in a courteous and timely manner. Create a signature for your emails. A signature should include your name, position, the name or logo of your company, and your full contact details. Always proofread your email before sending. A poorly written email can discredit your professional image.
By taking the time to carefully craft your email messages, you will ensure that you present the most professional image to your colleagues and clients.