The importance of email etiquette
Here at Abacus we send emails constantly. They are a crucial part in everyday working life, and often in the office we have a good old rant about the dos and don’ts of email etiquette. There is nothing worse when silly mistakes are made which can be vital especially when making the ‘first initial impressions’.
Here are some of our biggest bug bears we came up with:-
CAPITAL LETTERS- IT SOUNDS LIKE YOU ARE SHOUTING! Or excessive use of punctuation – Exclamation marks!!!!! Question marks????? Similarly Bold- deliberately highlighting things can be rude.
Take note of the cc’s – include them in the reply if they are there in the first instance. The original sender obviously wanted them included in the chain.
Smiley Faces – there is a time and a place for the smiley face. If you are contacting a person in a professional manner it is never ok.
Mobile text can simplify the smartest of candidates. C u l8a thnx- yeah it actually still happens.
Likewise to mobile text don’t use bad grammar.
Short and blunt.
Not putting HI or Hello at the beginning – it’s always nice to be greeted face to face what’s so different when sending an email? To maintain professionalism Abacus recommends to start an email with Dear
Forgetting to end your email politely – manners are key and will definitely get you far. Could you imagine a good book with no ending, simply unheard of? In this instance Kind Regards will always suffice to end an email.
Typos – Nothing is worse than spotting spelling mistakes in a professional email. Spell checker could be your life saver.
Don’t forget to attach the relevant document/image – nothing more embarrassing sending an important email especially when noted ‘please see attached’.
Ensure you have the right email address – we don’t want the email to bounce straight back, don’t make the process any more stressful than required.
Type in complete sentences; keep your email clear and concise. Try your best not to waffle and loose the interest of the reader. Limit your email to ‘x amount’ minimal paragraphs.
Type a clear subject line – Ensure that the email subject line is not sketchy. There will be a point to sending the email or memo. Abbreviate it and utilise it, you want to grab your recipients to read not dump the email accidentally into the trash bin.
Re Read your emails before pressing that send button – triple check everything delete any pointless or monotonous sentences.
Watch your typing tone – be cautious when you type and what apparent mood you may be in. You don’t want your receiver to be put back by content being cheeky, ironic or too humorous.
Mark an email as urgent if it needs dire attention – don’t blame your recipient if the email is not read or replied as quickly as expected. Always highlight the email or pop a quick phone call to ensure the receiver knows what’s expected.