Maybe you do not know there are rules you need to follow even as you write your emails. These rules are called the etiquette of email writing.
A perfect email goes through perfect processes. These processes involve applying the rules of good email writing at every stage. In other words, good emails are the ones that follow the principles of email. Don’t worry, I’ll show you these principles.
Effective email communication requires effective application of best email practices.
These rules are mostly important in your workplace. However, you can still use them in your informal emails. But the beauty mostly shows in a professional or formal email.
But, wait, we need to know exactly what email rules are all about. Let’s look at it.
What is Email Etiquette?
It refers to those practices which are required in email writing. In other words, they are those rules or principles which guide email writing.
You can write any type of email you want even the one that doesn’t follow the rules. But have it in mind that before you make a perfect email, you need these principles.
Impression matters. The impression you create in your email either retains your professionalism or mars it in the minds of your recipients.
It is no doubt that as we reply our daily emails, we try to make it as professional as possible. But it is unfortunate that sometimes we still miss some crucial steps. It could be that you never knew of the perfect steps to take.
Talking of email rules, why does it really matter?
Adopting the perfect practices, especially in your workplace yields you much fruits.
First, it makes your email understandable. Starting from the content to the structure of the email, all will make sense to the recipient. A reader doesn’t need to go through your email for the forth time just to get your information. It happens when an email writers wings his email anyhow he likes.
Your email speaks for you when you are absent. When it comes to Electronic Mails, it serves as your voice. Any claim or conviction you have to make lies on your email.
Any misconduct or lapses in your email may deny what you might have ordinarily gotten if you had done the right thing.
In your workplace, it plays crucial role in terms of effective communication over the email. Once there is effective email communication, that is when productivity tends to be easier.
Furthermore, applying these skills shows how good you are in the professional field, reputation first.
Good email Rules to use while writing an email
These are the good email practices you should always follow as you write emails in your workplace.
Choose a professional email address
It all starts from the email name. You need to choose an email name which defines the purpose of the email. Let it also reflect the company or business where it’s coming from.
What does a good email address do? A good email address adds more value to your email as a whole. It enables your recipients to know where exactly an email is coming from.
It is not always nice to use a personal name as your professional email name. Though, I recommend that if your name forms part of the company or business name. You can see how to choose perfect email name.
Make use of good email subject lines
Email subject lines defines the contents of an email to a recipient. It is the first thing a recipient sees once he receives an email. The subject line might be compelling enough to make him open the email.
It is always nice to use a subject line that describes the content of an email in summary. Using a simple sentence as your email subject line is a perfect etiquette. Though you can make use of phrases but let it be on rare occasions.
Let’s look at these two subject lines.
- Example 1: “The Research Team Meeting has been Rescheduled.”
- Example 2: “Meeting Rescheduled”
Watch the two examples closely. The two are good subject lines but there are differences. The first difference is that the first one defines the exact meeting that was rescheduled while the second one does not.
The first one is easier to understand and any recipient who is a member of the research team won’t hesitate to open it.
Start with a professional greeting
Greeting section is the also known as the salutation section. You need to address your recipient in an appropriate way, in a way he sees as appropriate.
You can use “Dear Mike“, “Dear Mr. Victor“, “Dear Mrs. Eunice” if you are writing to someone you know. But if you are writing to a person you do not know, you can just use “To whom it may concern“. In some cases, you can use “Dear Sir” or “Dear Ma“.
It is always better to add the name of the recipient to make the relationship look real. But if you do not know it, you can go on with the options above. You can see more of this with examples in this post: how to start a professional email.
Email etiquette: Use appropriate introduction
For a more formal email, you need to introduce yourself. Well, this is mostly used for new contacts, employers or clients.
Start with your first and last names and finally the company you represent or the name of your business.
Have an idea of your recipient’s way of life
One of the best things you should always look out for before you send or forward an email is the culture of the recipient. The culture will show you how to channel your email.
Starting from the introduction, you may need to introduce yourself better. Some countries like China and Japan like to know a person better before entering in to any form of business agreement. While areas like the Scandinavian countries like quick business deals. So, if you are unable to figure out the way of life of your recipients, you may not achieve your aim with your email.
Use classic Fonts and Formatting
Professional writers make use of the Arial, Calibril or Times New Roman fonts and in black. It appears to be clearer and more friendly to read.
Also be mindful of the way you make use of “bold” and “italics”. Do not use bold on more than one word and make sure you do not use it for the fun of it.
Email etiquette: Avoid Emojis
Emojis are used to express feelings at any level of conversation. It is mostly used when relating with friends, families and those you share close relationships with.Therefore, it should not be used in a professional setting.
Proofread your email
Do not send your email immediately you finish writing it. You need to calm down and go through it again and again. You need to correct the errors in the grammar or structure.
Also look for wrong spellings and correct them. In fact remove anything that may tamper with the professional image of your email. Add those things that would help boost the professional look.
Be mindful of how you use “Reply all“
The reply all tap is always used to reply to all the contacts on your list at once. So, if you didn’t mean to send your email to all the contacts you have, do not use the it. You may end up landing your professional email in a wrong inbox.
Reply sooner than later
Reply any email that lands on your inbox as soon as possible. As far as such email is not spam, it is something you need to give instant attention to. Your contacts might need urgent answers to a problem related to your product. Giving them quick answer will always make them want to reach you again.
Always try to reply within 24 hours and anything beyond that, try to apologize to your recipients for replying late.
Keep a professional tone
Your tone contributes to your readability score. So you need a voice that will help your recipients understand you email. However, I recommend you avoid the use humor in the process of trying to impress your recipients.
Email Etiquette: Use email signature
Your signature has a lot to say about your company or business. So you need to add it.
You can use your business brand to form one.
Email etiquette: Wrapping Up
A professional email does not just come. Somethings makes it a professional email. The writer must have done something to make it look so. What do you think it is? He followed the rules of professional emails. No other type of email fits your workplace except the formal email.
I hope you have now see the things you need to bring in as you write your email. You may like to see how to write a professional email with examples.