One of the downsides of working remotely is that we don’t have the same opportunities to build rapport easily, and communicate with the help of tone and facial expressions. Some businesses also streamlined through working asynchronously, which means we rely on text-based means of communicating like chat or emails. Email etiquette is important for everyone. When emails are filled with mistakes, it reflects on the sender and the entire business.
What is email etiquette?
Emails follow unwritten social standards and rules much like every other scenario in life. Correct and effective execution of emails and correspondences can open doors, maintain professionalism and provide your receiver a sense of respect.
Acknowledge emails
Email etiquette includes the way we receive emails. With the number of emails we receive in a day, it could be tempting to ignore emails that can lead to lost opportunities, and damaged relationships. Making this a habit can also cause email clutter which will be difficult to sort out in one go.
A good rule of thumb is to sort and answer any email we receive within a 48-hour period. This includes sorting them to labels, especially those we don’t need to answer, reporting spam, and acknowledging important emails.
Be intentional with language
Imagine saying the text of the emails to them when drafting emails. Now, think about how a text-only medium removes all tone and expression. To avoid any mishaps, be professional with how the emails are written. Start the email with a pleasant welcome, avoid harsh or foul language and finish with a professional registration.
Use the correct spelling and sentence structure. Make sure that correct capitalization is used, and proper punctuation without excessive punctuations, special formatting or other kinds of punctuation expressions. To avoid being misunderstood, be direct. In this case, a short and brief statement is better than complex speech.
Keep things confidential, unless required by the situation
Email is not a very secure platform to use for sensitive information. It’s also absolutely not the platform to discuss someone else’s confidential information. There are serious legal repercussions should the email get to the wrong hands. Doing this also paints you as unprofessional and not trustworthy. This can be an irreparable image to professional connections and potentially their networks as well. Be sure to send or copy others only on a need to know basis.
Pay attention to the subject line
The subject line is the most significant section of an email because it is the first thing the receiver sees. The subject line should be an effective description of the meaning of the email, while keeping it at 65 characters. Don’t hesitate to update the topic if the thread or content of the email chain changes.
These are only some of the most basic things to remember when dealing with emails!
