A recent report estimated that over 7 trillion emails were sent worldwide last year! Both explicit and implicit rules and guidelines for written communication have been in existence for centuries. However, email communication etiquette is largely unfamiliar territory. The speed and simplicity with which email enables people to communicate, the scope on which we can communicate, and the material that email communications are capable of containing, all create a unique set of challenges, issues, and questions. Here are several important tips that will make your email communications more effective, starting immediately!
Email is designed to get a result, inform, educate, communicate an important fact, persuade, or to get a quick response. Be concise in your message by using 텍사스홀덤. short sentences, bulleted points, or an outline of your key points. You’ll save time and your recipient will appreciate the brevity.
Avoid being lax on grammar and spelling. Your message can easily be forwarded to anyone. Re-read your message and proofread for spelling, grammar, and misused words. Also be accurate with your facts so that you don’t lose credibility or create a need for a series of back-and-forth emails for clarification.
Remember the permanence of email and not just the ease, immediacy and availability. Email is not private! It can be forwarded to anyone and it travels through multiple computers and servers to get to its destination. Use your best judgment to choose your words and topics. Never put anything in writing that a reasonable person would consider confidential or that might present a potential liability. Stick to facts, not opinions. Check the recipient list and content before hitting the send button! There are so many horror stories of people who replied unintentionally to all or inadvertently sent a message before it was ‘finished’. Realize that once a message is sent, there’s usually no getting it back!
The subject line should provide an accurate clue of the content of the email. Briefly and accurately describe what the reader will find in the message content; long subject lines will be truncated by the email program. Use consistency so that messages can be properly sorted, filed, and referenced. Avoid using generic or poorly worded subject lines because your message can easily end up in the junk folder, with spammed messages, or being undelivered. Start the subject line with the word URGENT when the message is time-critical. Use the word REQUEST when you want the recipient to take an action. And, when the message does not require a response, indicate with FYI in the subject line so that it’s clear that a response is not needed.
Most people receive tons of emails daily. Don’t assume that your recipient will recall an earlier exchange or message. Include the entire original message, if appropriate, or copy a portion of the message that references to the context when replying.
Allow yourself some time to vent or gain perspective before responding to an emotionally charged issue. Wait 24 hours, when possible, to avoid costly mistakes and embarrassment. Be sure to thoroughly read and understand the message before responding. Hastiness often causes more work or problems because we miss important details, questions, or misinterpret the message.
Eliminate the shortcuts and abbreviations that are often used in casual emails to friends when emailing in the corporate context. These do not belong in a professional environment and may easily be confused or misinterpreted. Even common shortcuts like LOL (laughing out loud), BRB (be right back), 2 (to) and u r (you are) are simply too casual for most business communication. What’s stylish to one sender can be read as flip and disrespectful by another reader.
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