Too often we tend to forget email etiquette for business. You probably can’t even count the number of times you hit send on your work email on any given day. Email is often the primary method of communicating with colleagues and although it appears simple; drafting a well crafted piece of written work is actually a multi-faceted complex task.
It’s so important to use proper business email etiquette as you grow in your career, but it’s human nature to become lax when we are friendly with our co-workers and clients. Following these simple tips will help you cultivate the art of effective business communication.
Concise Subject Lines
Never ever leave a subject line blank. It’s an easy way to have your email deleted without being opened. A subject line should state the purpose of the email in the minimum amount of words needed.
Choose The Right Salutation
Know your audience and choose the salutation accordingly. Some work places are less formal and anything more than a “Hi [First Name]” will be seen as strange, but other places or even higher-ups might expect the “Dear [First Name].” If you’re unsure what is appropriate, ask. In any case, do not be any less formal than your boss.
Think Twice About Reply All
Reply all is a blessing and a curse. Sometimes everyone on the email you received that was sent to 10 people really does need to see your response, but usually not. Think twice about who needs to see your reply and then respond.
Proper Grammar
It’s a work email, not a text to your best friend. Use proper grammar, full words (not “u”) uppercase and lowercase letters and check your spelling and punctuation. No emoticons. Always proof before you hit send.
Avoid These Phrases
Saying “please be advised,” “enclosed please find”, ” ”for your consideration, ” or ”sincerely yours, ” just makes you sound old. And while we’re on it as polite as a ”hope you are well, ” followed by question is just filler get to the point already.
More phrases to avoid include ”just checking in” or ”I think, ” or ”does that make sense?” They make you sound unconfident. If you are providing advice, “based on my experience” sounds much better. If you really want feedback from someone, ask directly for their feedback (and provide a deadline if necessary).
And finally, before you respond ”thank you, ” to an email ask yourself why you are writing, ”thank you, ” is it really necessary?
Timely Responses
Work emails should be answered within the same day they are sent. If someone asks you a question and you don’t know the answer, just acknowledge the email and commit to a time when you can respond. Responding in a timely manner helps you from getting follow-up emails and keeps your inbox under control. It also builds accountability and trust from your colleagues.
Don’t Share Confidential Information
Emails are not confidential. They can be duplicated, forwarded, printed etc. Even if sending to a trusted colleague or friend – they could accidentally forward it or their email could be read by someone else. Never write anything in an email that you wouldn’t want shared with the world. If there is a confidential issue that needs to be addressed, meet in person or speak over the phone.
For more advice on how to manage and develop professional e-mail strategies as well as email etiquette for business, contact one of our Organizing Professionals.