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Take a moment to look at your inbox. What do you see? Hundreds of unread messages, right? Most of our inboxes are full of unread emails, random advertisements and sales information. We’re being ambushed by unwanted promotions and marketing emails all the time.
Now imagine sending an important email. How do you make your recipient take notice in a cluttered inbox? You’ll use a captivating subject line and convey your message in a compact manner. These are some of the benefits of using proper email etiquette.
What Is Email Etiquette And Why Is It Important?
Over the years, we’ve become almost completely reliant on internet-based communication—electronic mails or emails are among the most popular. Many of us send and receive a lot of emails every day. Many of us may have, at some point or another, made embarrassing mistakes that have damaging consequences. Unprofessional email behavior has the potential to sabotage your reputation.
Email etiquette refers to the code of conduct that guides one’s behavior while writing and/or answering emails. These principles are intended to demonstrate professionalism and mutual respect between those exchanging emails. The principles can be modified to suit the audience and purpose. For example, the emails you send your friends are probably quite different from the ones you send your coworkers.
Benefits Of Good Email Etiquette
There is a lot of emphasis on email behavior in business settings. Good email etiquette can improve professional relationships and personal reputation. Here is a list of advantages of using proper email etiquette.
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Professionalism:
Conveys a professional image of you, your employees and the organization as a whole
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Efficiency:
Clearly worded emails make the communication process more efficient
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Accountability:
Respectful emails avoid misunderstandings and you take ownership of what you’re committing to
What Is Good Email Etiquette?
Here are some best practices to follow when writing professional emails. These tips will help leave a lasting impression on your readers.
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Have A Clear Subject Line
The first thing anybody notices is the subject line. If your subject line is too long or unclear, your readers may lose interest or get confused. Use short and clear subject lines.
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Use Appropriate Greetings
Change your salutations depending on your relationship with the recipient. For example, if you’re emailing your coworker, a simple ‘hello’ should suffice. If you’re emailing someone for the first time, use a formal greeting: ‘Dear Mr. Joseph, hope this email finds you well’.
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Avoid Abbreviations, Emojis & Jargon
Using abbreviations like ‘GR8’ for ‘great’ in business emails isn’t appropriate. Avoid using emoticons or emojis as they can be easily misinterpreted. Try not to complicate your emails with jargon and technical words. Keep them short and simple.
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Respond Within 24 Hours
Replying to people within 24 – 48 hours is a common courtesy. When you make your clients or customers wait, it reflects unprofessionalism. If you’ve missed the time frame, express your apology and explain the delay.
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Beware Of ‘Reply All
Unless every member on the email thread needs to be informed, don’t hit the ‘reply all’ button. In case you need to send copies of an email to multiple people without letting anybody see the entire list of recipients, use the Blind Carbon Copy (BCC) button.
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Always Proofread
Proper grammar and spellings are important when sending business emails. Proofread your emails to ensure that there aren’t any errors. Poorly written emails reflect carelessness and may harm your reputation.
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Perfect Your Email Signature
An email signature gives your recipients the information they need to contact you. It’s an effective way to convey who you are, what you do, the organization you’re associated with and your contact details.
A well-crafted email can be an important differentiator between successful professional relationships and potential confusion or conflict. You should be able to communicate respectfully in order to establish trust. Harappa Education’s Practicing Excellence course will teach you how to work ethically and deal with people respectfully. The Four Selfs of Excellence will teach you how to present the best version of yourself. You’ll learn how to create the best first impressions and establish a distinctive communication style. Be the person who stands out from the crowd!
Explore topics such as What is Etiquette, Business Etiquette, Meeting Etiquette, Telephone Etiquette, Social Etiquette & Difference between Etiquette and Manners from our Harappa Diaries section and improve your social skills to develop professionally.
