What is Email Etiquette – Definition, Benefits, & Tips
Email has become an important part of daily functioning of both professional life and personal life. Writing an email with courtesy is no less than an art. When does email communication become effective? When we follow email etiquette: accurate email, discreet, professional looking, no grammatical errors, attractive, and well written. Sometimes using bad email can cause trouble, unnecessary stress or create unexpected confusion, it can tarnish the image of the sender as well as be punishable by law. A well-written email can build relationships, drive sales, and steer business communication in a positive direction. Email writers must practice proper email etiquette for communicating professionally with coworkers, customers, or other stakeholders. Also discuss below best Tips for Email Etiquette Best Practice. You may have noticed that there are hundreds of emails in your inbox unread, including emails such as advertising, sales, informational or spam. Email doesn’t fall into the unread category and now imagine sending an important readable email. Will use captivating subject lines and convey your professional message in a concise manner, this just small pro tip of email etiquette. Continue reading….
What is Email Etiquette?
Email etiquette means using appropriate language, correct grammar, conventions and formality when writing an email. Maintain professionalism when writing business emails correct language and correct grammar without spelling mistakes this email etiquette teaches us.
Strict adherence to email etiquette In an email, it shows that you value your professionalism, mutual respect, that you are delivering readable information to the recipient and represent that all employees of that company do their work with integrity and extra diligence.
Email etiquette describes the rules that help determine what should and should not be included when sending professional emails. These rules can be modified according to the audience and purpose. Using email etiquette streamlines communication and increases the chances of opening an email, smooth business communication, and show respect to the recipient.
Benefits of Email Etiquette
Email plays an important role in business life and personal life, in business life there is a lot of emphasis on email. The true importance of email etiquette is evident when we consider all the benefits that follow. Strictly following email etiquette help to build strong relationships, showing professionalism, and respect for the recipient. Familiarizing yourself with professional email etiquette can help you communicate respectfully with others and contribute to your business’s sales growth.
- Show Professionalism
Enables you to express the professional identity of you, your employees and the organization as a whole. Email Etiquette is our means of communication that describes in detail who we are, reflects our work ethic, professionalism, competence and intelligence.
A respectful email written in appropriate language gets the right message across to the recipient, and brings appreciation for what you’re doing.
A professional email written in the right language does its best to keep your business communication efficient.
If you are doing email communication with someone for the first time, and you send them emails in formal and correct language, they get excited for all future emails.
25 Tips for Best Email Etiquette and Help Every Professional to write effective Email
1. Make a clear subject line
When we receive an email, the first thing that comes to mind is its subject line, the subject line of the email gives us an idea of what we will get in the body of the email. If your subject line is too long or unclear, recipients will lose interest in reading your email. Make sure the email subject line is short and clear. See in Example
Subject Line: Myntra is offering 20% off on Western Dresses
Subject Line: Congratulations, You have been selected – Company Name
Subject Line: Download free Email Marketing E-book
Subject Line: Watch New Trending Video on EV
Read More: Types of Subject Line
2. Use Professional Tone
While writing business emails, we must maintain a professional tone, we must use clear and appropriate language. Professional tone, Greeting should be in first email, Greeting in email depends on your relationship and subject. Abbreviations such as BTW (by the way), GR8 (great) are not appropriate for email. The appropriate way to start an email professionally is to list formal, informal greetings that count as bad email etiquette, “hey”, “Hello”and “hi.”
Dear <Recipient Name>
<Company Name (if any)>
<Company whole details (name, email address, web URL, phone no., address)>
Read More: How to Professional Email?
3. Concise but comprehensive content
Keep the message of your email concise, Keeping your message short doesn’t mean you leave your message incomplete, Try to shorten the email, Read well on normal computer screen, Reader need to scroll down Not there. The short email is also read by the reader in full and also understands what the sender wants to say to the recipient.
4. Introduce Yourself
It is in the email etiquette to begin the body of your email with a brief introduction – cover it all in short lines or pertinent information. Don’t assume that the recipient knows you, it will identify you to those with whom you communicated for the first time. You can also put a brief introduction at the end of the body of the email.
5. Avoid Technical Language and Emoji
Avoid using emoticons or emoji as they are easily misinterpreted by the reader. Try not to complicate your email with technical terms, keep the email short and in simple language that everyone can read and understand.
6. Avoid Rumors and Joke
Sometimes we feel that humor or hilarious punchlines will drive us towards our goals, and we use informal language because of this. This is why we lose humor in translation in emails. Satire written in emails can be especially dangerous, with readers taking on the opposite meaning after reading them. Avoid joking in professional emails, and use formal language only.
7. Reply within 24 hours
One of the main points of this email etiquette is that you should reply to people within 24-48 hours. If you keep the customer or recipient waiting and do not respond to their mail immediately or within 24-48 hours, it shows your unprofessionalism, do you know that this may impair your communication with customers could? If you didn’t reply for some reason, first express your apologies on your email and explain the reason behind why you replied late.
8. Streamline the structure of Professional Email
The structure of a professional email must include a subject line, salutation, body, sign-off and signature. Your goal should be that the message you are going to send by email should be finished in three paragraphs. And start each paragraph by highlighting something interesting, so that the reader will be interested in reading.
Messages should be separated with paragraph breaks to make them easily readable, and each paragraph has three to four lines, making it extremely easy to read.
If you think there is information overload, you can further streamline the structure by using bullet points or numbered lists.
9. Use Sentence Case and Title Case
To follow email etiquette, capitalize the first letter of the first word of the message and use proper nouns, as you are writing now.
This style is not only easy to remember, but it also makes emails more natural and interactive.
Remember that capitalizing the text of a message is strictly against email etiquette.
We can use capitalize in subject line but when our subject line is very short consisting of three to four words, long word is not effective for subject line.
- Clarify your reason of sending
- Give facts and figure
- Conclude with appropriate, related ideas, necessary attachment if any.
10. Avoid discussing on Sensitive Information
Sensitive information gets shared very quickly, you have to be careful about discussing sensitive topics or confidential information in email, as it can fall in the hands of any wrong person, due to which you can get into trouble. You should not rely on the fact that the recipient will leak, it may be a case of accidental forwarding or CC. That’s why it’s good to be safe, so a good guide to business email etiquette would be to write an email that your email will read to the rest of the world.
11. Use Short URL
If you paste long URLs in the email, it gives a slightly bad impression. Although that link is important, it spoils the look of the email, so use a URL shortener instead of a long URL, shorten the URL and paste it in the email or use a hyperlink.
I suggest some URL shortener website Name:
- Tiny url
Read More: Best URL shortener free
12. Send Safe Attachment
Large attachments can also be a reason for causing problems, checking before sending or sending a link to access the file instead of attaching the document. Do not forward chain letters, messages about “fraud”, or attachments that cannot be opened securely. If you ever find such emails, then inform the steps to others, they may have opened your email address and forwarded it to everyone.