Do you ever find yourself wishing there were a certain set of rules everyone had to follow before you send an email? We need to realize there are certain professional standards expected when communicating via email. We all need to view ourselves as professionals.
Here are some tips to keep in mind when sending emails:
- Always include a courteous greeting. “Dear” ,“Greetings”, “Mr. ___”,” Ms. ___” etc.
- Spell check the entire email, silly spelling errors are a reflection of your work.
- Who is the email supposed to be going to? Double check that one more time (including CC and BCC) before hitting the send button.
- Read the email out loud to ensure the tone of the email is what you desire.
- Be sure to include all relevant details and necessary information.
- Check your sentence structure. Be sure to use proper capitalization and punctuation. All capital letters looks like you are shouting and all lower case looks like you are being lazy.
- Be sure your email does not look like a text message. Don’t use any abbreviations.
- Always acknowledge emails in a timely manner, even if the person doesn’t ask for a response. Use the 24 hour rule; always reply within 24 hours.
- Be sure the subject field correctly reflects the content of the email.
- Keep emails concise and to the point, save long conversations for the telephone.
- Don’t hide behind your email or use it as an excuse to avoid face-to-face communication.
- Always end your emails with a “Thank You”, “Sincerely”, “Best Regards”, or whatever you feel is appropriate.
Using these tips will keep your emails professional and efficient, and making you a professional in the workplace.
Watch “I hate these word crimes!” by “Weird Al” Yankovic for a funny and friendly reminder of what not to do.