Email is the abbreviated form of Electronic mail. Emails are a method of exchanging messages in the digital form from an author to one or multiple recipients across the internet or other computer networks. Popular email platforms include Gmail, Outlook, AOL Mail, Yahoo Mail, and many others. People having access to the internet have come across an email at least once in their life. They are used differently based on the occasion and the relation between the author and the recipient.
Email Etiquette | Professional Email Writing
Email etiquettes are principles of behavior that should be followed while composing or receiving an email. These email etiquettes changes based on the relationship between the author and the recipient. They will differ in formal and informal emails. Some of the email etiquettes that must be kept in mind while composing an email are as follows:
- Clear subject line: Clarity of the subject line will increase its chances of being read. There might be hundreds of email stacked in the recipient’s inbox. Thus, a short, simple and clear subject line will help the recipient.
• Professionalsalutations: Incase of formal emails, it is better to touse professional salutations like “Hi”, “Hello” or “Dear” while addressing the person.
- Brief Introduction: It is better to provide the recipient with a brief introduction for the first time. This helps the person to get a brief idea about you before reading your email.
- Proofreading: Grammatical errors and sloppy sentence structure is never received well by the recipient. It is always better to check the message once for any misspelled words, grammatical errors and other literary errors before finally sending it to the recipient.
- Replying to all emails: It is essential to form a reply for each email that is received. This provides the author conformity regarding your activity on his mail.
- Prevent overuse of exclamation: In order to prevent your mail from ending in the spam, it is better to avoid using a lot of capital letters, exclamatory signs, emoticons, and abbreviations. A short, brief email stating only the important points will be ideal.
- Confidentiality: It is better to avoid discussing private topics on emails. Some matters should be kept confidential. Discussing private matters on the email can result in spreading of the mater.
- Polite Response: It is important to maintain one’s cool before framing an email. Giving an angry response can create unnecessary trouble for the author.
- One-liners: One-liners like ‘Ok’, ‘Thank you’ are not great for continuing a conversation. It is better to avoid them while framing a reply.
Importance of email etiquettes:
In professional conversation, the email etiquettes serve as a reflection of the author and the recipient. Good email etiquettes convey professionalism and efficiency. While bad email etiquettes convey a sloppy, careless character which is not well-received by the recipient.