8 Guidelines of Email Etiquette
by | June 3, 2022 | Business Writing, Business Etiquette
Do you practice e-mail etiquette?
While e-mail can be a powerful communication tool, without e-mail etiquette you may not achieve the results you’re looking for. Whether it’s a cover letter for a job, a pitch to a new client, or an interoffice memo, these 8 guidelines are a straightforward way to get the positive results you want.
- Use a focused subject line. Tell your recipients exactly what the e-mail is about. If you’ve attached a document of new guidelines, have “New Guidelines Attached” as your subject line. Change the subject line on an e-mail string if the topic shifts.
- Keep them short and direct. If you need more than a couple paragraphs to get your message across, you might find it more effective talk live. Otherwise, key points of your message might be lost when the reader “skims” through it.
- Make it easy on the eyes. Use short paragraphs and bullet points. Use a readable font size; at least 10-point. Limit (or even eliminate) use of all CAPS.
- Use correct grammar & punctuation. Write in complete sentences (it’s not a text message), turn on spellcheck, and proofread your message before you hit “send.”
- Remember that e-mails are legal documents. E-mails are accepted as evidence in court cases, so don’t write anything in an e-mail that you would not like to be presented in a legal case.
- Be cautious with confidential or sensitive messages. Once you hit send, you cannot control who receives your message. Your meaning can also be misinterpreted if it’s a sensitive issue. When in doubt, opt for a live conversation, whether by phone, virtual, or in-person.
- Ask permission before sending big attachments. These can slow down delivery and they might have trouble downloading it.
- Limit “forwards” and “reply all.” People expect their e-mails to be private. Don’t breach this implied social contract by forwarding without permission. Use “reply all” on a need-to-know basis. Does everyone need to know your response or just the sender?
By following these guidelines, you’ll come across in a professional manner and your recipients will likely respond in kind. Want more info about professional business writing? Check out BRODY’s Business Writing for Results training, which includes best practices for e-mail and any type of writing your team might do.