It is crucial that you have the best office email etiquette. Most of our work is done through email so it only makes sense that we be successful at emailing. It is important to be aware of even the smallest little traps that we may fall into. Let’s take a look at some tips and tricks to help you email like a pro.
Believe it or not, your email address does matter.
If you work for a company that has provided you with an email address then you need not worry. However, if you work for yourself, are currently seeking employment, use your personal email for work, then you need a professional email address that reflects you and what you do. I suggest YourName@_____.com is the best option, if that’s already taken try Your.Name@_____.com. You just want to make sure you aren’t using an email that says something like IloveBeer@_____.com. It’s not professional and will most likely turn off a potential client or future employer.
Summarize your email.
An email that is clear and concise is key. You do not want to ramble on and on or make your email confusing. If you are straight to the point in what you are seeking or proving then you won’t have to deal with a ton of emails going back and forth. If you have a lot of points to make in your email then use bullets. This will make it easier for them to reply with answers and it points out your questions.
Reply-All can be a dangerous decision. For example, if your company sends out an email to every single employee asking for feedback/info/etc., most of the time you won’t want every single person you work with reading something not intended for them. The only time I would use Reply-all is when you are the subject of the email or it is a group email that is asking for shared information for everyone to partake in. A great idea is to look at the recipients and make sure whether or not they all need to hear your reply.
The Paper Trail.
Remember, emails that you send at work aren’t ever truly private. Be careful when you send emails to coworkers. Your email can be shared with HR or your boss may have the ability to peek through your inbox. If you do not want the president of your company seeing your email then I highly suggest not hitting that send button. Every email you send creates a paper trail, so make it a positive one.
Tone It Down.
Make sure that you use a professional tone on an email. You do not want to come across as annoyed or sarcastic. The tone that you intend to come across may not always be the one that the person on the other end of your email exchange receives.You don’t want your email to be easily misconstrued, misinterpreted or misunderstood. Make sure that your emails are clear, friendly, and professional. Also, you never want to send an email when you’re feeling angry or emotional. An email lasts forever nowadays, so give yourself a little time to cool down and strategize before responding.
Set Up a Signature.
You’ll want to make sure that your e-mail signature contains all of your contact info. This will help when a recipient needs to contact you via telephone to schedule a meeting or to even just add you as a contact. It is crucial that you do this for your phone email signature as well.
Thank you for your attention!