Skip to main content

3 Simple Rules for Perfect Email Etiquette



So everyone thinks they have good email etiquette, but by jeez aren't there just too many emails flying around with no consideration given to etiquette!

So what exactly is email etiquette?

In its simplest form, email etiquette is basically how we conduct ourselves via email.

How to exercise good email etiquette

Exercising good email etiquette is actually pretty simple.

1. Be nice!
If you think you’re not going to be, write it up, save it and consider sending it in an hour or at a later date, when you have calmed down.

2. Add a greeting
Always use a greeting, Hi, Hello, Hey, etc. unless you intentionally intend on being rude in which case, simply state the person’s name. I hate it when people do that, sadly it's done too often and even worse, it’s these people who think they have good email etiquette.

Being succinct is just as important as being as detailed as required. Some people take this too far by leaving not only the greeting off, but the person’s name altogether or some start mid-sentence and you spend a few minutes trying to decode what's being said. Though there are times where this is OK, more often than not it isn’t, so don’t do it! On the other hand, people write unnecessarily long emails, which are a bore to read and are often skimmed as a result. This is normally a personality trait and after having worked closely with lawyers for many years, boy did these long emails exist.

3. Proof read it
Finally, read back your email before sending it and check spelling manually! You may for example want to say ‘your’ and you write ‘you’ and change the context completely and the spell check option doesn't always pick up on this so manually spell check it.

Match & Lead

Good email etiquette is a great way to build rapport and influence people in the work place and professional circles. If you want to lead someone in a particular direction or want the recipient(s) to see your point of view match their email etiquette in previous emails; if my psychology professor is right, they will subconsciously be more inclined to agree with you. This also works in conversations, which I love exercising. I have found, that as long as you match and lead within reason (without violating any of your ethics of course), you are always sure to be seen in a good light, in that person's eyes at least.



THE MORAL: 
BE NICE. IF YOU'RE UNSURE, MATCH THE PERSONS EMAIL ETIQUETTE IN YOUR REPLY.



Further takeaways, which you may find of interest regarding good email etiquette:

  • Clearly identifying the topic in the subject line
  • Addressing recipients by name
  • Do not discussing sensitive or personal information
  • Do not sending unsolicited email to clients
  • Requesting people’s participation with courtesy
  • Do not using defamatory or threatening language

The CC field

If an email is intended as an "FYI", then the addressee should be listed in "CC". If the email has an action item request for the addressee, then they should be listed in "To" with the action items listed at the top of the email. The "BCC" function should be used sparingly, since it’s arguably unfair to the recipient who is not fully aware of who else is receiving the same email.

'Reply to all'

Take extra care when using the "Reply to All" function; it is a bad email etiquette to use this option indiscriminately, especially for messages of a sensitive nature or when in a group email. Also, if a number of people received the same email, be mindful that not everyone wants to know your response.

Declining an email meeting request

If you receive an invitation to attend a meeting, that you are required to attend yet cannot, you should consider sending a note through when declining or even propose a new time, or delegate someone to attend on your behalf. 

Comments

Popular posts from this blog

Technology. Freedom or Addiction?

While there is no shortage of claims of how there will be nothing a human will be able to do better than our AI counterparts in the future, the real question is, what is the actual overarching goal of technology today?

I'm not addicted
Whatever happened to technology enabling us to better live our lives, by keeping us better informed, connected and empowered? Instead, I feel we are heading down this path of acceptable addiction, where I download an app to help manage my apps. Where I use a SaaS (software as a service) that helps me use another piece of software as well as offer a service. Where I jump on Facebook to 'connect with loved ones' and find myself sucked into a number of rabbit warrens littered with cat videos, conspiracy theorists, memes, birds with arms and generally content design to keep me clicking, watching, consuming all while my details are pawned off to the next advertiser.

Ok, I'm addicted
Our addiction is so real but we can't quit, won't qui…

So, if MOBILE was hosting a party, would you be invited?

To qualify for this party all you have to do is this:

At you company, simply think mobile first! By doing this, you won't only get an invite; mobile will be your best friend! So come along - there's room for all.

Not only is our mobile experience getting better and more engaging; our lives are getting better and more engaging.

Mobile makes us international Being a global citizen doesn't only mean our business' gets more exposure, but our personal lives do to! Last night I skyped a family member in Europe who was celebrating her birthday just before I headed out to dinner. Returning back home I jumped on Facebook and saw a few pics from the birthday lunch with all the family. I have never been so close to family overseas, especially considering , we only see each other every few years.

It's no different in business really, though there is still a slight preference for services to be delivered locally, when dealing with products, it's fair game wherever you are. …

5 Principles for Developing Innovation

It's no surprise that many companies are desperate to be seen as innovative, customer-centric or digital disruptor's within their industry. What is surprising (and disappointing) is that some think they can 'check the box' by simply creating an innovation team and updating their corporate presentation to include phrases like "innovative culture", "digital disruption", and "emerging markets", with very little actually changing. As you very well know, updating your CRM system, running a course on agile or replacing your marketing automation platform, doesn't put you ahead of the curb you're chasing. Most of the time, it's as deep seeded as a culture change and company ethos shift that that needs to take place.

Most forms of innovation, are simply taking an existing problem that your customers or even staff have and solving it. Sometimes, that means solving problems they never knew they had to begin with.
"Customers can't…