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If you’re interested to learn about the proven and best rules for email writing etiquette, then this post will HELP you out.
A survey found that most US workers spend a quarter of their time at work trying to deal with the hundreds of emails they receive and send every day, reports Business Insider. Career coach Barbara Zoe Talent Solutions said most professionals do not know how to use Email Etiquette.
These little mistakes end up creating embarrassing situations for the professional. This situation motivated Zoe Talent Solutions to write the book Email Etiquette Training, which addresses etiquette rules for sending e-mails. Check out some tips there.
11 Email Writing Etiquette
Here are 11 great email writing etiquette to follow while writing business emails.
1. Use a clear subject
Often people decide whether or not to open an email according to what is on the subject. According to Zoe Talent Solutions, the ideal is that you choose options that clarify your intentions with the email and address the issue that you want to address.
Good examples for the subject would be: “change in meeting date”, “doubt about presentation” or “suggestion for proposal”.
2. Use a professional email address
You are likely to use the email address of the company where you work. But some people also use personal emails to handle work-related issues, and in that case, you have to be careful about the email address you’ve chosen.
Choose an address that gives your name so the recipient has no doubts about who is sending it. Also, if you still use it, abandon those funny e-mails such as “skateboy@ ” or ” blonde “, among others, at least to deal with work matters.
3. Beware of “responding to everyone”
It is often not interesting for a person to be included in an email with several other people that have nothing to do with it. Be careful while using the “respond to everyone” option unless it’s really interesting for everyone on the list to have that information you have to go through.
4. Prefer professional greetings
Some expressions are very colloquial, like “And there” and “Beauty”. Sometimes these expressions we use daily do not fit well into an email. Prefer more formal references, such as “Hi” or “Hello.”
Zoe Talent Solutions also advises not to shorten the co-worker’s name. Prefer “Hello Bruna” instead of “Hello Bru”, for example.
5. Modify the exclamation points
The use of the exclamation point at the end of a sentence is meant to convey emotion. However, overuse may seem too emotional or even immature. Zoe Talent Solutions indicates that it be used in moderation when written.
6. Beware of humor
Humor can be a great tool to unwind, but when used in an e-mail, it can lose its tone and context. On the desktop, use only if you know the recipient well to know that content will be fun for him as it is for you. According to Zoe Talent Solutions, something can lose its humor when written. Therefore, if in doubt, avoid using it.
7. Attention to the recipient’s culture
Cultural differences greatly influence what is acceptable or not in an e-mail. It is important to know the recipient and tailor their message according to their cultural background. Zoe Talent Solutions says that people from high-culture cultures (Japanese, Chinese, or Arabic) can value you before doing business, which can make e-mails more personal. Even people from low-culture backgrounds (Americans, Germans, or Scandinavians) may prefer more objectivity.
8. Answer your emails, even if it’s a mistake
Even if it requires effort on your part, try to respond to all emails sent to you. Even those who are cheating. The answer is not mandatory, but it serves as an e-mail label, especially if the person works in the same company as you. An appropriate way to respond is to warn the person of the mistake so that they can send the email to the right person.
9. Check your spelling
Zoe Talent Solutions warns that his mistakes will not go unnoticed depending on his recipient, so the importance of the review. Do not rely on spell checkers and read the email a few times, even out loud.
10. Add the email address after typing
It may happen that you forward an unfinished email accidentally which would be annoying. What is indicated is that even if you are replying to a message, delete the email address and only enter it again at the end of the message.
11. Check if the recipient is correct
With hundreds of people on your contact list, it is not difficult to miss the address and send the message to the wrong person, which can be embarrassing. Therefore, check more than once if the recipient is correct.
I hope you like this post on Email Marketing Etiquette. Have any doubts? Feel free to ask.