10 Basic Email Etiquette For Professionals-TECH Central Nigeria

Sending emails requires some professionalism. A well-constructed email can make a big difference between a successful working relationship and potential conflicts, which can be worse if your employees work remotely.

Emails depend on a lot of variables such as what industry you’re working in if you’re talking to a superior or someone who’s your peer if you’re writing across culture if you’re writing to one or several recipients.

Also Read: Ways To Enhance Workplace Etiquette Among Employees

Irrespective of the stage you’re in your career a correct email etiquette helps create a good impression on potential employers, potential customers. A well-structured allows you to communicate more clearly and efficiently and sends a message to the recipient you are intelligent, trustworthy, etc.

What is Email Etiquette?

Email etiquette is the code of conduct that guides behaviour when writing or responding to emails. We can change these principles to suit the audience and purpose, but the primary purpose of the principles is to maintain professionalism and show a mutual show of respect between email correspondence.

Use standard fonts and formatting:

For professional business correspondence, make use of standard fonts, sizes, and colours. Examples of standard fonts include Arial, Calibri, or Times New Roman. Never use bold or italics on over one word or a string of words in a single email.

Read Also: Tips for Strengthening Professional Communication Skills

Send an email from a professional email address:

Make use of a company email address if possible. If you are self-employed or using a personal email address for work-related correspondence, set up an email address that is more suitable for the workplace. Google allows the setting up of an email with this format: yourname@yourcompany.com for a low monthly fee.

A custom email helps you gain a sense of trust in people that receives mail from your email address and makes you look more professional.

Avoid emailing when angry:

If for any reason you’re angry, step away from the computer for a few minutes. Emailing while you’re at the moment’s heat will only result in problems.

State the purpose of your email:

Always state the action your email requires and by when. Open-ended emails can sometimes mislead. Having an action or letting the recipient know that there’s no action to be performed is helpful. Visualize the aim of the email and what you want it to achieve and change your language to perform that task.

Informative subject line:

Your email title should immediately inform your recipient of the content of the mail before they open it.

  1. Introduction:
    It’s best to introduce yourself by first and last name and the company you are representing in the first few lines. It is essential to do this, especially when you’re emailing new contacts, clients, potential customers, or employers.
  2. Don’t click on reply all:
    Always check if you’re only communicating to the people you need to communicate to. It can frustrate to see every response in a chain if it is not relevant to your recipient.
  3. Reply on time:
    Reply within 24 hours, even something as little as an acknowledgment email which will explain that you will revert with an appropriate response within a defined timescale.
  4. Never use inappropriate language in a work email:
    The reality is your email will remain on the server even after you’ve deleted it. You do not want to cause offense or get into trouble for something you wrote without putting in much thought.
  5. Proofread:
    Do not send emails with spelling mistakes and grammatical errors. I could interpret it: you’re too lazy to use the spell checker before you click send. Re-read your emails and ensure that they convey the right information and have the right tone.

Any email you send reflects the person you are, so tailor your mail to fit the image you want to portray. In the professional world, people’s opinion of you matter and their perception of you is critical to your success.

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