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Do’s and Don’t of Email Etiquette

Writing Etiquette
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A poorly written and misguided email can tarnish your professional brand. One click of the “send” button can be the difference between a successful business exchange and potential HR issue or coworker conflict. Whether your a senior professional or newbie, here are several must remember do’s and don’ts of email etiquette.

Do Pay Attention To Your Subject Line

Write clear, concise subject line that reflects body of email. Avoid “Hi,””Touching base,” or “FYI” but do not leave blank.

Do Use Proper Salutations

Hi and Hey communicate you lack in maturity but also professionalism. Begin phrases with such as “Good Morning,” “Good Afternoon,” “Good Evening,” or “Hello.” Good day ” or “Greetings” are phrases used frequent international areas.

Do Use Introductions

Best practice is sender introducing themselves by first and last name with some background information in first few lines. For example, “Dear Ms. Mandell: My name is Sharon Clements, founder of access to culture. I was referred to you by…” or “My name is Sharon Clements. I am an International expert writing to you about…” This is a very important part when introducing yourself to new contacts, customers, clients and employers who want to know how you received their contact information.

Do Know The Culture

Research culture when dealing with email to foreign customers or company. Example: It is polite, appropriate, and custome to inquire about weather in first sentence of business email. Its inappropriate to introduce yourself to potential Japanese contacts. Indirect cultures, introductions are made by mutually respected third parties due to custom; cold emails are ignored, deleted, blocked and/or marked as junk.

Don’t Include Humor and Sarcasm

Emails, just like text messages, can be misinterpreted through text without context. You should definitely avoid both humor and sarcasm in emails as the recipient may be confused, or worse, offended.

Do Double Check Your Attachments

If you decide to attach a file, be kind enough to take a few extra seconds to paste it into the body of the email as well. This shows consideration to the recipient, by saving them time and risk in opening attachments.

Don’t Hit “Reply All”

You should avoid this unless everyone needs to know. Why make ten others delete your email? Reply All is a function for ongoing deliberations on a particular subject.

Do Reply Expediently

Common courtesy to reply within 24 hours of receiving an email. If you do not reply it shows that you are rude and un-thoughtful. This could cost you in the long run. Politely explain the situation and express your apologies so that way you do not burn any bridges with a company or client.

Don’t Use Emojis

 They are inappropriate and unprofessional in a business email. 

Do Protect Privacy

Even though an email is deleted, online services and software programs can access messages on the hard drive. Before you click “send,” consider what may happen if a business colleague, your competitor, an employer, the FBI, or any unintended recipient reads your email.

Don’t Be Negative

It’s inappropriate to email negative comments. An email in all uppercase letters connotes anger in an email. These antagonistic messages cause awkwardness long after the email has been sent and received.

Do Proofread

Check and recheck for spelling and grammatical errors. These errors make you seem unprofessional and will reduce the likelihood that the email will be taken seriously. Email software comes with many professional tools such as spell check so put them to use.

Don’t Forget Conversation Closer

Let your recipient know that there is no need for another response. Close with No reply necessary,””Thank you again,””See you at the board meeting Tuesday” or “Please let me know if I may be of further assistance.” End your email with a closing such as “Best,” “Best Regards,” “Sincerely,””Thank you” or other phrase that is appropriate.

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Published by Sarah

Hello! I'm a self-employed entrepreneur. I enjoy affiliate marketing and photography in my spare time. I am currently in college for communications in social media and working towards my undergraduate degree in graphic design.

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