Although internet usage has caused an increased trend of informal communication practices, it's still a wise idea to follow through on proper business emailiquette when contacting a colleague for professional purposes.Slang terms, text message abbreviations and other abbreviations used in informal emails and instant messages should not be included in your business emails.By following a few tips and guidelines, your emails will reflect your professionalism.
Step 1: Your emails should be labeled with a professional subject line.
The subject line of your email should be clear.The email should have a subject line.Try saying "discussion of X topic" instead of "Need to talk."The subject should be between six and eight words.Attach your name and the position you are applying for if the email is for a job application.If you were sending an email to a coworker, you should include the name of the project that the email is discussing.
Step 2: You need a professional email address.
If you use your personal email address for business, you should use it to communicate your name.Either mary.smith or MichaelJones could be contacted.Email addresses such as hotmama@ or mustlovedogs@ are not appropriate for business emails.You should always use your work email address if you work for a company.
Step 3: It's a good idea to use a formal salutation.
A professional salutation is what your email should start with."Hey" or "What's up" are not appropriate."Hello" is better.If you include the name of the recipient in your salutation, do not use a shortened version of their name."William" should be used instead of "Will".It is best to write "Dear Chris Smith" if you don't know if the person is a Mr./Mrs. or Etc.
Step 4: Use a professional language.
Business emails should be written in formal English.Slang and colloquialisms should be avoided in your email.Text message language includes abbreviations and emoticons.It should not be used.Your email should be brief.The reader is busy and may be using a mobile device to read your email.A short email is easier to read and respond to than a lengthy email.Don't address more than one topic in an email.Emails are a form of communication.Pick the phone and call the person if you can't address the topic in a brief manner.
Step 5: Be aware of your tone.
To make sure your email comes across as you intended it to, you should read it out loud and use clear and concise language.You don't want to sound harsh.Your email must speak for itself.The tone and intent of the reader are not conveyed by you.Body language and facial expressions aren't included in emails.Over email, humor does not translate well.
Step 6: Correctly end the email.
It's important that you end the email the same way you would end a conversation."Thanks," "Thank You," or "sincerely" should be your last words in an email.You should include a signature in your emails.The reader will know how to contact you with your signature.If you have one, it should include your name, company, address, phone, email and website link.If you want to sign off on your email, you could say "warm regards" or "best regards".
Step 7: Before you send, proofread.
You need to read your email multiple times.Don't depend on spellcheck.People will notice missing or incorrect words.When introducing yourself through email, proofreading is important.You don't want to be judged by your email mistakes.Do you know if you are being clear and concise?Did I not include any unnecessary information?Is there anything I can take out?You should make sure you are sending the email to the correct person.Sending an email to the wrong person can be embarrassing.Before you send an attachment, make sure the file is there.
Step 8: When to use reply and reply all.
The email will be sent back to the original sender when you choose "Reply".You are sending the email to all of the original recipients when you hit "Reply All"."Reply All" is only used when it is necessary to share your response with all of the original recipients.
Step 9: Bcc and Cc are different.
When the privacy of the email recipients is important, you should use "Bcc".This can be useful in large distribution lists.Privacy is not an issue if you use "Cc" when you need to include other people.When you want to keep someone in the loop about what's going on, "Cc" is helpful.It is important that you use the functions in a proper way."Bcc" should not be used to trap people.You should not send an email to your supervisor about a mistake your coworker made.
Step 10: It's a good idea to recognize when a phone call may be better.
It might be quicker to pick up the phone.It is possible to use the three email rule.Pick up the phone and call the person if the issue hasn't been resolved in three emails.Sometimes the phone is more efficient than the email.The rule is not set in stone.When it's time to pick up the phone, you should use your discretion.
Step 11: Know when to start a conversation.
You should start a new email if you need to discuss a different topic with the same person.It will be easier to keep track of conversations because of this.If you want to discuss the outcomes of a project that is being worked on, you need to start a new conversation if you have beenmailing someone about an upcoming meeting.