Email communication is still regarded as the most powerful communication tool to interact with your prospective employers, colleagues, clients and so on. An email conversation can help you win the confidence or break the deal. Just follow the Golden Rule by treating the recipient as you want to be treated. Before clicking on “send”, take out a minute and give it an extra read-through.
We have listed some of the dos and don’ts of email etiquettes:
- Do use a professional salutation.
Using “Hiya”, “Hey” or “Yo” isn’t professional, no matter how cordial you are with the recipient. Try using “Hi” or “Hello” instead. To be more formal, one can use “Dear (insert name).” Using the receivers name in the salutation – “Hello Steffy”— is quite appropriate, but remember not to shorten a person’s name unless you’re given permission to do so.
- Do have an appropriate subject line
An appropriate subject line increases your chances of getting your message read by the recipient. While you are competing with loads of emails clogging your inbox, it is important to be specific so that it conveys the exact meaning.
- Don’t forget to use your e-signature
An e-signature must include all your contact details so that the recipient doesn’t have to look for your designation, phone number or company address. Whenever you are sending an external communication, it is important to include an e-signature which clarifies who you are and how to contact you.
- Don’t use humor
Humor does not translate well via email. It can easily be misinterpreted by the other party. While drafting a business e-mail, it is recommended to not use humor which can leave a bad impression.
- Don’t send Angry Emails
If you are angry, it is better to write an email and save it in your drafts until you give a thorough consideration before sending it.
- Don’t Overuse exclamation mark
Overuse of exclamation points and other indications of excitement such as abbreviations (BTW etc.) are not considered professional in business communication.
- Do proofread your emails
While sending an email, you must ensure to check common spelling errors, grammar mistakes, and alignment issues. With such silly errors, you will be perceived as unprofessional and careless in communicating in a business environment.
It might take some practice to keep your emails professional but, you will look more organized and professional in the long run by following these rules. Consult with Clay Engage trainers to understand how you can effectively compose an email to leave a good impression.