This is why you Need to hear About E-mail etiquette: A complete, structured and polite email is a signifier of professionality and appreciation directed to its recipient. Especially today, when many emails are sent from smartphones, missing salutation and wrong or missing punctuation are a frequent occurrence! We will show you the E-mail etiquette to regard when writing and sending E-mails. These little hints will enable you to noticeably improve your written communications.
Our E-mail etiquette consists of the following 7 steps:
- Is this E-mail really necessary?
- Choosing the right recipient
- The correct salutation
- A personal touch
- Appropriate leave taking
- A complete signature
- Any spelling or grammatical Errors?
1. Is this E-mail really necessary?
Before writing an E-mail, you should keep in mind that communication via E-mail should not replace instant messengers such as Skype or WhatsApp. For this reason, you should ask yourself if it wouldn’t be better to discuss this topic in person or via phone. Many issues can be addressed and resolved a lot quicker this way. This way, you will also limit the number of E-mails that flood your inbox on a daily basis. Your contacts will also appreciate this change in behavior.
2. Choosing the right recipient
The recipient is typically the individual who is to take concrete action. Persons in CC are typically persons, who are integrated into the discussion merely for them to follow its development. When we reply to an E-mail, it is important that we reply to all persons who have interest or are involved in the subject matter. Simply select the option “Reply All” in Outlook in order to address all people in the distribution list of this E-mail. If the further development of this correspondence, the can be removed from the list of recipients after upon consultation.
3. The correct salutation
An E-mail should always begin with a proper salutation – ideally directed at the intended person. If you are unsure to whom you direct your E-mail, simply omitting the salutation is not an option. In this case, it is fine to use the general salutation “Dear Sir or Madam”, or the more intimate “Hello everyone”.
4. A personal touch
E-mails typically end with a standard phrase. To add your personal touch to the communication, you could add creative final sentences to your text element library to use when appropriate. For example, such sentences could reflect the time of day or point in the week, such as “I wish you all a successful start of the week!” or on Fridays “Have a good weekend!”. Varying and situational formulation will gain your recipient’s attention and will convey a more personal impression.
5. Appropriate leave taking
Each E-mail should also end with an appropriate salutation. You should generally avoid abbreviations. Especially when sending from a smart phone, you should take care not to automatically send information such as “Sent from my iPhone”. This would otherwise create the impression that this E-mail was merely sent quickly in between meetings and the send did not take the time to make an effort. You can place a fitting salutation directly in your email signature – this way you ensure that you’ll never forget one.
6. A complete signature
An important component of every Business E-mail is a correct signature that conform to your company’s corporate design guideline, and – most importantly – to legal regulations. A signature not only contains personal information that help the recipient reach out to you via different platforms, but also a company’s legal information that is statutory. We have developed an add-in that will ensure that each employee always uses the current, most current E-mail signature. More information about empower® mails can be found on our website.
7. Any spelling or grammatical errors?
You should always spell-check your email before sending it. You can also use the automatic spell-check provided by Outlook. How to activate and use this feature is explained here.