Why is Email Etiquette important!

An email can make or break a potential opportunity for you, so send and respond to them wisely. (Leila Lewis)

Despite the proliferation of online communication methods, use of email remains strong, with over half of the world's population using email in 2019. According to a study by the International Data Corporation (IDC) workers spend 28 percent of their work week reading and answering email but that doesn't mean everyone uses it effectively. Whether you're brand new to email or have been clicking Send for decades, we must not forget the rules that accompany any form of communication.

Why should we follow email etiquette?

We must follow email etiquette in our professional communication because it is a form of communication which is a reflection of both the sender and the receiver. Poor email etiquette reflects badly on us and a record of this is kept in mailboxes over which we have no control while well-groomed email etiquette enhances our public perception and boosts the chance of a prompt and comprehensive response.

Lets discuss some important business email etiquette tips(DO's/Don'ts) to be followed at workplace..

Use a professional email address

For official communication at workplace, using a professional email address is important. It represents you as a representative of your company. However this email address should not be used for sending personal emails.

Do have a clear subject line

The subject line of your email should briefly capture the essence of your message because people often decide whether to open an email based on the subject line. Here are a few examples:

• Confirming Your Appointment
• Sales Meeting Changed to 2:00
• The Fitch Proposal Is Attached
• Suggestions for the proposal

Michael Pachter (American Analyst) says

"Choose one that lets readers know you are addressing their concerns or business issues"

Email fields

To: For adding the email address of recipient.

CC: For adding someone to see relevant information you have shared but he is not obligated to respond to it.

BCC: For adding some contacts to see the mail but recipients in To or CC fields will not be able to see contacts in BCC.

The CC (Carbon Copy) field

The use of CC is used for all the wrong reasons these days. Here are some quick Do’s and Don’ts:

Do's

• Use CC when a department, members of a team or a manager need current information about the continual progress of a particular project, event Etc.
• Use CC if you are doing a job on behalf of someone else so they can see the progress of the job

Don'ts

• Don’t CC Managers in to prove they were wrong on a comment or suggestion they made
• Don’t CC people in to embarrass someone.
• Don’t CC people in to remove your responsibilities. For example, you’re working with another co-worker and you’ve completed your part so you email the other person and CC people from the department and management to let them know they haven’t completed their section

Double-check that you've selected the correct recipient

Pay careful attention when typing a name from your address book on the email's "To" line. It's easy to select the wrong name, which can be embarrassing to you and to the person who receives the email by mistake.

Use professional salutations

Using “Hey,” “Yo,” or “Hiya” isn’t professional, no matter how well you know the recipient. Use “Hi” or “Hello” instead. To be more formal, use “Dear (insert name).” 

Be cautious with humor

Because you don't get the context of facial expressions and tone of voice in email, it's not a good medium for expressing humor, especially with recipients you don't know well. Express your message simply and straightforwardly, at least until you get to know a recipient better. If you really can't help yourself, include a smiling or laughing emoticon to show you're kidding around.

Choose an Appropriate Ending

Sometimes it's hard to know how to end an email message. Here are a few suggestions, based on the situation:

• Thanks or Many Thanks: If you're asking a favor.
• Best or Warmly: If you like the recipient.
• Sincerely: If your message is formal.
• Best Regards or Kind Regards: If you want to maintain a formal business tone.

Email signatures

Every email should include a signature that tells the recipient who you are and how to contact you. Set it up to automatically appear at the end of each email. Include all of your contact details so the recipient doesn’t have to look up your address, email or phone number.