Texting is more casual; however, emails are still considered a more common method of communication in the business world. They are trackable and run a risk of being interpreted in many different ways, so it is important to ensure they are professional. So yes, email etiquette matters!
1. Subject Lines Matter
When I am sending an email that is more general – either sales related or they are not expecting an email from me, I like to put some thought into the subject line. I try not to put exclamation points in as they sometimes go to junk boxes, but I try to get their attention somehow. Keep it short and not generic yet related to your purpose.
For example, if I am sending an invite for a safety workshop, I will not simply say “Safety Workshop” I might say “Safety Matters” – a little more interesting might encourage them to open it.
2. Proofread, proofread, proofread!
So this point is something I am sharing on a “Do as I say, not as I do” perspective! Never forgo a final read-over before you send out an email!
Constant errors communicate to your audience that you have a lack of care and attention.
Take the extra 5 minutes, preferably after a short email break so you can return with fresh eyes, and fix those errors before your email goes out. You’ll be shocked how many errors you catch - I know I am every time!
3. Don’t Babble
This one is pretty self-explanatory. Time is always of the essence so keep it short.
During your proofread, ask yourself if each sentence is crucial to your email. Does it add value? If not, delete it. Every part of your email should serve a purpose.
In saying “keep it short,” it also needs the proper amount of content. Ensuring that the recipient has all the necessary information up front decreases the chance that clarifications will have to be addressed before the topic at hand.
4. Steer Clear of Emojis
Please be cautious with emojis. It can be tempting to throw in an extra cutsie emojis, but be aware how that may come across. Some will interpret emoji use as unserious and unprofessional, so why take the chance?
It is safer to use emojis when you already know the recipient because you will already have some knowledge as to how they may react, but I still try to avoid them.
If you do not know your recipient, it is a good rule of thumb to avoid all emoji use. Better safe (and professional) than sorry!
5. Avoid Shorthand and Acronyms
Avoid shorthand with unfamiliar contacts.
Shorthand is efficient and can be good for some scenarios, specifically if you already know your audience; however, if you do not know your recipient, do not take the risk.
It is often better to just use a few more words, especially in a work setting, as opposed to relying on shorthand. For example, don’t say something is “sick” when you mean it is very good – just say that it is very good.
If you are going to use an acronym, be 100% positive that the recipient will know what you are referring to. For example, it is safe to assume most will know what YMCA means, but they may not know what APPEGA means.
6. Angry? Collect Yourself Before Responding
I know that sometimes I find typing helps me to vent what is frustrating me. I strongly urge you, if this is the case and you are responding to something you are angry about, do not hit the send button! Wait! Let it sit for a bit. Sometimes I actually hit the delete button (still feels good to type it) and rewrite it in a calmer tone.
An angry email cannot be unsent, but you can take the time before responding to collect your thoughts.
A professional, well-thought-out email can still get your point across and get effective results, better than one hastily typed in frustration.
7. Know your audience!
Make your language appropriate for your audience.
If your recipient is not in the same industry as you, avoid using industry buzzwords. If they are in the same industry, limit your use of buzzwords, unless they clarify or add to the topic.
As a reader, if the content is full of big words or acronyms I do not know, I get frustrated and wonder why I should spend time trying to decipher what they are trying to say. You might not get my best self when I reply, if I reply at all.
Communicating with you should not feel like a vocabulary quiz. When you proofread your email, keep your recipient(s) in mind and adjust the language accordingly.
8. Call to Action
When I wrap up my email, I generally prefer to have some sort of a call to action, unless the email is simply for information purposes. Instead of writing your typical “Have a great day,” I like to end it with a “I look forward to your reply,” or “I will await your direction.” That way, they understand that I am expecting a reply of some kind.
Email like an expert – try not to get careless when emailing; ensure you are always professional and give them a reason to reply.
Comentarios