We’ve all fidgeted in front of an email before hitting send. It is important to communicate exactly what you want to say and it’s crucial to have impeccable grammar. One little mistake could very well send the wrong message, especially in a business environment. There’s a lot more to take into consideration when crafting an email so, in this article, we’ve written down some tips for you to maintain a professional business email etiquette and avoid any errors as much as possible.
7 Business Email Etiquette Rules
Use a professional email
First and foremost, it is important to set up a professional email if you do not have one assigned by the company you work for. It’s enough simply writing your name as your email address so the recipients know exactly who the sender is. Having an email that fits the tone of the workplace or your business-related correspondence gives off a sense of professionalism and seriousness. Emails that sound more like a chat username are a red flag for the recipient and your email will simply go unread.
Write a clear Subject line
Remember to condense your subject matter into one, simple line. The subject line is the first thing the recipient is going to read so make sure you write your intention in accordance with their needs. Much like a headline, it needs to attract attention and quickly communicate what the content is all about. Ignoring the subject line or writing an overly long sentence will be treated as Spam and again, your message will go unread.
Reply All only when necessary
If the message does not concern multiple people, then refrain from clicking the “Reply All” button. It will only disturb the others and distract them from their work. Isolate the recipient or add the people involved by hand. This is a simple business email etiquette to avoid the “spam” feeling regarding your emails.
Add a signature
In a business environment, it is important to add a signature block to your name to give some info on who you are. The recipient can then have further contact details, such as phone number and the company address. Include your title in the company but do not overdo it with pictures, different font size, and quotes. Less is more. Use a set font and type size.
Address your recipients formally
Unless you are close and familiar with the recipient, use salutations that are professional and not colloquial. In a business environment, a short “Hello” is completely fine as a salutation. Even if the company has a generally relaxed attitude, keeping a professional approach is a signal you treat the workplace with respect and seriousness.
Keep a clear content
It’s basic business email etiquette to keep the message clean and clear. Multiple exclamation points or question marks can come across as immature or overly emotional. Making jokes is again not advisable as it sends the message you are not taking your tasks seriously. Clean your message of any fluff before hitting send.
Proofread your Email
Grammar is the most important aspect in a business environment. Re-read your email before sending it to avoid any embarrassing mistakes. It also helps to read it out loud. This way, you can also check if the tone is right for the occasion. Spell-check might not always come to your aid so take this extra step to make sure you’re covered.
It might seem like a lot of effort must be put into simply sending an email but having a professional etiquette will only benefit you. If you want to be taken seriously, then you must treat the others as such. Taking these few steps into consideration will only consolidate your presence in a company and will only help in boosting your career.
Image source: DepositPhotos.