Tips to improve your email etiquette
A lot of people do not give thought to what they are writing in their emails. They quickly type a response and click ‘send’. However, experts say that the manner in which you write e-mails impacts your reputation both at the professional and personal levels. So, even if you think you write perfect e-mails, you can always use some tips to improve your email etiquette. Here is a list of tips that you can follow for the same:
1. Use the right grammar, punctuation, and spelling
In case you are misspelling words when you write an email, the receiver of the email will note it. This will, in turn, undermine your credibility and reputation. So, if you do not have an automatic spell-check, then what you can do is to copy and paste the mail text on to Microsoft Word. By doing so, you can check whether you have spelled the words correctly or not.
2. Write your message in a clear and simple language
Even when writing a lengthy email seems important, try to narrow it down into a smaller version of itself. A major reason why you should do this is that a lot of people nowadays prefer reading on a smartphone rather than desktops. People choose to do so because a lengthier email would mean a lot of scrolling down. So, you can always avoid that if you can.
3. The email should be action-oriented
When you type an email, you must write an ‘action item’ in it so that the receiver acts upon it. Otherwise, there is no use of writing the email. So, make it clear to the receiver of the email what he/she has to do after reading it.
4. Answer your emails timely
Another important tip to improve your email etiquette is to timely reply to an email. The quicker you send your reply the better it will be. The receiver will acknowledge the quick response and appreciate it, particularly in cases where the emails are marked as important. You will also be considered as a more dependable person if you reply to emails more quickly.
5. Check the ‘reply all’ button
Try not to click on the "reply all" button when you respond to an email unless of course, you need to send the email to all the recipients in the email. Because people are occupied with their own work, it is better that you send an email to the people who require the information that you are sending.
6. The subject line should be on point
This implies that the subject line should convey the purpose of the email in a very short, crisp manner. People who work in your company must already be receiving plenty of emails on an everyday basis, so make sure that your email grabs their attention when they read it. Hence, giving attention to the subject line is very important.
7. Review the email before sending
Go through your email draft twice before you hit ‘send’. This will ensure that you are sending emails that are error-free. If you hit ‘send’ immediately after writing the email and in case it contains a mistake or two, it will have a less than favourable impression.
These tips will definitely come in handy the next time you write an email. Working on your email etiquette is as important as carrying out the rest of your tasks and responsibilities, so take heed before you send one.