With the spread of internet and the rapid technological advances, emails have become a part and parcel of any organization. It can safely be said that in today’s world no workplace can run smoothly without this electronic mail. Whether it is recruiting manpower or clinching deals or even running the day-to-day workload, email is one tool that facilitates the proper functioning of the office. Email is the most efficient link between organizations, clients, and people facilitating easier and effective interaction. No wonder emails have made distance redundant. With such a wide array of benefits and the huge number of people using it as a part of their work life friction is bound to take place. Because of the absence of tone and physical expression, there is the greater risk of misinterpretation and miscommunication. As such without any intention, an employee may send a mail that can appear as rude and demanding to the recipient. To minimize those risks proper email etiquette at the workplace is of utmost necessity. Find out more on office email etiquette.
Workplace Email Etiquette
- Since email communications do not happen face to face, it does not mean that a person let his or her manners take the back seat. Good manners are apparent in emails in how you address the people you are communicating. As always simple tokens like ‘please’ and ‘thank you’ goes a long way in showing your good manners.
- It is all right to address people you know and are familiar with, with their first names. For clients or employers you can use the first names only after they imply that it’s ok to do so. In other cases, it is better to use Mr or Mrs or Dr or Prof, etc.
- In any successful communication, the tone is the factor that expresses the mood. Since, in email the tone cannot be expressed the content of the mail should reflect the friendly and respectful attitude. Be careful of the words that you use so as not to sound demanding.
- In most cases, no one has the time to go through lengthy and rambling mails. So, it is better to be concise. Keep all the important details and get to the point of the mail at once. Short and precise mails will make it easier for your recipients to understand the mail and so answer any query of yours.
- As much as possible stay away from abbreviations and emoticons. They are not appropriate tools in any business email communications.
- Select appropriate email addresses for use at work. Workplace email addresses should not be suggestive. Also, the addresses should not be too casual.
- Before pressing the ‘send’ button for any mail check for the spellings and grammar. Incorrect spelling or grammar will contribute towards a negative impression for you and your work. So, it is better to install a spell checker.
- Email attachments are the main modes of virus propagation. That is why many people are reluctant to open any mail attachments. So, before sending any attachments it is better that you ask the recipients if you can send them the attachments. You can also mention the details of the attachment in the body of the mail.
- Do not leave the subject line blank. Give a short descriptive subject line.
- In online communications all caps is the equivalent of shouting. So, stay away from using caps unless it is required. Start new paragraphs by skipping a line instead of using tabs for a new paragraph.
- Always leave your name and designation with the mail so that the person can identify you.
- If your mail remains un-responded then don’t go on sending repeated mails. Instead, send a mail again to inquire if they have received the first mail.
- Reply to any emails as soon as you get the time to do so.