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How do you avoid common email etiquette mistakes that can damage your reputation?

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Email is one of the most widely used and essential forms of business communication, but it can also be a source of frustration, misunderstanding, and conflict if not handled properly. Poor email etiquette can damage your reputation, credibility, and relationships with your colleagues, clients, and partners. To avoid common email etiquette mistakes that can hurt your professional image, follow these six tips.

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1 Choose a clear and relevant subject line

Your subject line is the first thing your recipient sees and decides whether to open, ignore, or delete your email. Make sure your subject line is concise, informative, and matches the purpose and tone of your email. Avoid vague, misleading, or spammy subject lines that can annoy or confuse your reader. For example, instead of writing "Urgent!!!" or "Hi there", write something like "Request for feedback on project proposal by Friday" or "Invitation to webinar on email etiquette".

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Mihaela Ene

Cambridge-certified English teacher / English-Romanian, Romanian-English translator/ Bringing art to people with Meninroz and Art_is_a_question
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Avoid the use of punctuation in the subject line. People generally use the dash to connect parts of the info in the email, but you can go around it and write a clear and concise one-liner.

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2 Use a professional and appropriate greeting and sign-off

Your greeting and sign-off set the tone and show respect for your email recipient. Depending on the level of formality and familiarity, you can choose from different options, such as "Dear", "Hello", "Hi", or "Greetings" for the greeting, and "Sincerely", "Best regards", "Thank you", or "Cheers" for the sign-off. Avoid using casual or slang expressions, such as "Hey", "Yo", or "Later", unless you know your recipient well and they use them too. Also, avoid using gender-specific salutations, such as "Dear Sir" or "Dear Madam", unless you are sure of the recipient's gender and preference.

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Mihaela Ene

Cambridge-certified English teacher / English-Romanian, Romanian-English translator/ Bringing art to people with Meninroz and Art_is_a_question
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In the event of not knowing the recipient or not being sure of their gender, I would greet by using Good morning! Good afternoon! If you do know the recipient, then, Dear and Hello are good greetings. Everything else should be avoided. To close an email, there are several options: I hope you have a nice day! /Looking forward to ypur reply, / Should you need more information, please reply to my email / Best regards / Kind regards/ Yours sincerely / Yours faithfully (the last two being formal).

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3 Keep your email concise, clear, and polite

Your email should be easy to read, understand, and respond to. Avoid writing long, rambling, or irrelevant paragraphs that can bore or overwhelm your reader. Use short sentences, bullet points, headings, and white space to organize your email and highlight the main points. Use clear and simple language, and avoid jargon, acronyms, or slang that your recipient may not understand. Use proper grammar, spelling, and punctuation, and proofread your email before sending it. Also, use a polite and respectful tone, and avoid sarcasm, humor, or criticism that can be misinterpreted or offend your reader.

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Mihaela Ene

Cambridge-certified English teacher / English-Romanian, Romanian-English translator/ Bringing art to people with Meninroz and Art_is_a_question
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In the event of using an idiom that seems appropriate in the context and is familiar to the recipient, use quotes to highlight this is an expression or maybe a metaphor. Otherwise you might seem too informal in a situation where a bit of formality is in order. And in the workplace, a bit of formality should always exist.

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4 Consider your audience and purpose

Before you write or send an email, think about who your recipient is, what you want to achieve, and how they might react. Different situations and relationships require different levels of formality, tone, and content. For example, an email to a potential client should be more formal, courteous, and persuasive than an email to a close colleague. An email to request a favor should be more humble, grateful, and tactful than an email to give feedback. An email to apologize should be more sincere, empathetic, and apologetic than an email to congratulate.

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5 Be careful with attachments, CC, BCC, and reply all

Attachments, CC, BCC, and reply all are useful features of email, but they can also cause problems if used incorrectly. Before you attach a file, make sure it is relevant, necessary, and secure. Avoid sending large, multiple, or unsolicited attachments that can clog your recipient's inbox or expose them to viruses. Before you CC, BCC, or reply all, make sure you have a valid reason and permission to do so. Avoid copying or blind copying people who are not directly involved or interested in the email conversation. Avoid replying all to an email that does not concern you or that can be handled by a single person.

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6 Check your email etiquette regularly

Email etiquette is not a fixed set of rules, but a dynamic and evolving practice that depends on the context, culture, and expectations of your email communication. To avoid common email etiquette mistakes that can damage your reputation, you need to check your email etiquette regularly and adapt to changing situations and feedback. You can use online tools, such as Grammarly or Hemingway, to check your email for grammar, spelling, readability, and tone. You can also ask for feedback from your recipients, colleagues, or mentors on how to improve your email etiquette and avoid potential pitfalls.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Mihaela Ene

Cambridge-certified English teacher / English-Romanian, Romanian-English translator/ Bringing art to people with Meninroz and Art_is_a_question
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Writing is a process, even if it is an email, therefore, proofread 2-3 times and make adjustments. Consider how you would feel, what would you understand if you got this email, and you will know if it is successfully written or not. Do not insert the address of the recipient but when you have finished making amendments, that would be the last action before sending. You avoid in this way sending it my mistake before you have the chance to finish.

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How do you avoid common email etiquette mistakes that can damage your reputation?

1

2

3

4

5

6

7

1 Choose a clear and relevant subject line

2 Use a professional and appropriate greeting and sign-off

3 Keep your email concise, clear, and polite

4 Consider your audience and purpose

5 Be careful with attachments, CC, BCC, and reply all

6 Check your email etiquette regularly

7 Here’s what else to consider

Business Communications

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How do you avoid common email etiquette mistakes that can damage your reputation?

1

2

3

4

5

6

7

1 Choose a clear and relevant subject line

2 Use a professional and appropriate greeting and sign-off

3 Keep your email concise, clear, and polite

4 Consider your audience and purpose

5 Be careful with attachments, CC, BCC, and reply all

6 Check your email etiquette regularly

7 Here’s what else to consider

Business Communications

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