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Professional Email Etiquette 101

Rahul Maingi

By admin, October 27, 2017

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Email is a powerful business tool that plays a significant role in the work culture. It has changed the way people communicate. Be it a big financial organisation or a small-scale manufacturing company, email is more popular than telephones as a communication medium as employees spend most of their workweek in reading and answering emails. If not handled and responded well, emails can create misunderstanding leading to a huge loss for your business.

Since email has become a necessity in the business world, it is essential to understand proper email etiquette for maintaining cordial corporate relations. To help you master the art of drafting a professional online mail, here are some business email etiquette rules.

Write a Clear and Meaningful Subject Line

The subject line is an essential element, which makes your email stand out from everyday spam that clogs up most inboxes. Don’t leave the subject line blank or write irrelevant things like ‘FYI’, ‘Touching Base’ or ‘Hi.’ Write a clear subject line that immediately establishes the purpose and reflects the body of your email.

Choose a Proper Greeting

When sending a business email, a proper greeting is necessary to display your professional approach towards your work. Informal greetings such as ‘Hi’ and ‘Hey’ are acceptable when communicating with a colleague. But, for sending emails to clients, new contacts or superiors, formal greetings such as ‘Good Morning’, ‘Hello’, ‘Greetings’ or ‘Dear (Name)’ are appropriate.

Send Concise Emails

Avoid sending long emails that contain irrelevant facts and unnecessary information. In a business organisation, no one has the time to read an overly wordy email. Don’t confuse short and sweet emails with text messages as emails are not that brief. Use crisp sentences, avoid ambiguous words and communicate the message properly.

Avoid Coloured Fonts and Images

An email filled with multi-coloured fonts and background images is distracting. It not only increases the file size but also makes the message difficult to read. However, if your company follows a particular format for sending emails or includes company logo in the body or signature, then follow the same to create a consistent look.

Send Replies on Time

Timely replies to emails are always appreciated in a professional environment. Taking more than 24 hours to respond is considered as a late reply. It will not only make a negative impact on your personal image but also cost you professionally in the long run. If you don’t have an answer right now, then write a polite response for informing the sender when he/she can expect the reply from you. Take advantage of that time to research and gather information for drafting a proper answer.

Proofread Your Message

Carefully proofread your email and look for spelling mistakes or grammatical errors. An email full of errors is unprofessional and portrays a careless and sloppy image. It not only hampers your business relations but also reduces the likelihood that your email will be taken seriously.

Consider these professional email etiquette rules to win over your clients and new customers with your well-drafted emails. If you’re new to the corporate culture, then practice these skills to create polished and professional emails.

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