Email etiquette why

When businesses have competent employees who perform well and are able to communicate effectively via email, they gain an edge over their competitors. By learning email etiquette, you are one step closer to landing and keeping that dream job! By subscribing you agree to the Terms of Use and Privacy Policy. Health Topics. Health Tools. Healthy Living. By Jessica McMillan. Reviewed: November 15, Due to the omnipresence of Internet-based communication, email etiquette is one of the most important skills employed in the workplace today.

As with any technology, however, email and other electronic forms of communication bring their own unique challenges. Imagine how frustrating it can be to an email recipient when the message he or she is reading contains numerous errors or rambles on endlessly? Learn proper email etiquette before you send your next email and ensure that you get your message across effectively.

Why Email Etiquette is So Important. Even before meeting job applicants in person, employers base their interest in a prospective employee upon the first communications with that individual. Suppose you sent in a resume with incomplete phrases and muddled words hardly comprehensible to Martians? It is likely that the employer is not going to be terribly impressed with you. The way you communicate says a lot about the type of employee you are: your work ethic, your commitment to professionalism and your attention to detail, for example.

While electronic shorthand may seem the best way to say something quickly, it is actually very impolite in the context of workplace email etiquette. Unless it's been specifically requested, refrain from sending a message with more than two attachments.

Also, give the attached file s a logical name so the recipient knows at a glance the subject and the sender. Send or copy others only on a need to know basis. Before you click Reply All or put names on the Cc or Bcc lines, ask yourself if all the recipients need the information in your message. If they don't, why send it? Take time to send your messages to the right people.

Beware of the "reply all. You want to make sure that you are not sending everyone on a list your answer-;whether they needed to know or not.

Pick up the phone. When a topic has lots of parameters that need to be explained or negotiated and will generate too many questions and confusion, don't handle it via e-mail. Also, e-mail should not be used for last minute cancellations of meetings, lunches, interviews, and never for devastating news. If you have an employee or a friend you need to deliver bad news to, a phone call is preferable.

If it's news you have to deliver to a large group, e-mail is more practical. Evaluate the importance of your e-mail. Don't overuse the high priority option. If you overuse this feature, few people will take it seriously. A better solution is to use descriptive subject lines that explain exactly what a message is about. Maintain privacy. If you're sending a message to a group of people and you need to protect the privacy of your list, you should always use "Bcc.

Make sure that addresses you willingly hand over to third parties stay with them, especially when the service they're offering is free. Keep it short and get to the point. The long e-mail is a thing of the past. Write concisely, with lots of white space, so as to not overwhelm the recipient. Make sure when you look at what you're sending it doesn't look like a burden to read - feel free to use bullet points.

The person reading your e-mail should not have to dig through several paragraphs in order to figure out what you're asking. You should state the purpose of the e-mail within the first two sentences. Emojis have crept into everyday use. However, a study showed that this could make the sender appear incompetent. It can be annoying to be copied into every email or to see every response in a chain if it is not relevant to your recipient.

Always reply within 24 hours, even if it is to acknowledge an email and explain that you will revert with an appropriate response within a defined timescale. Never use inappropriate language in a work email. The reality is that your email will remain on the server long after you have deleted it.

The issue may be resolved but your email will still be in existence and you would not want to cause offence or get into trouble for something you foolishly wrote without much thought. Sending emails with spelling mistakes and grammatical errors can be infuriating for colleagues. Take the time to re-read your emails, make sure they make sense and have the right tone before you send them. Ultimately, there are so many ways to write an email and each employee has a different and unique style.

It all boils down to context. Who are your employees writing to? How well do they know the recipient? Do they know them in person or just virtually? How will the email be interpreted?

And what are they trying to achieve through the communication? HR and People teams can guide employees in the different internal communication styles and set the tone for the organization — both by setting an example, but also through things like inductions, and in training for managers.

You should always consider if the email is meant to be forwarded and proceed with caution. Also, consider if the message actually creates any value to the recipient.

When you do decide to forward an email, it's important to summarize what's been discussed and let the recipient know what's needed from them. You should also edit anything unnecessary out of the email, such as forwarding signs, other email addresses, subject lines, and previous commentary. If you are unavailable to answer your emails for extended periods of time, you should set up an automated out-of-office message that lets people know you can't respond to them.

Typical situations include holidays and conferences. It's important to include a specific date when you'll be back so that they can proceed accordingly. You should also provide the contact information of a person the sender can reach out if their matter is urgent. It's best practice to include the "Out of Office" or "identifier in the subject line along with the date of your return. We hope you found this blog post on email etiquette helpful.

We sincerely believe that by knowing the most important rules business email etiquette every professional is able to make communications at the workplace more effective. If you think we missed out on an important tip, please let us know! We use cookies to analyze site performance and deliver a better experience for visitors. Learn more. Our product is currently in private beta and we're onboarding new users every week. Supercharge your daily communication Flowrite turns words into ready-to-send emails, messages and post in your personal style.

Refresh if you want to submit another email. Mar 10, Writing. By the time you've read this blog post, you'll know everything that you need to know about email etiquette can past on your learnings to your co-workers.

What is email etiquette? Why is email etiquette important? Write a clear subject line As many of us are constantly buried in our inboxes, the subject line can have a significant impact on whether your email gets opened or not. Start with a professional greeting The best way to greet a person in an email always depends on your relationship with them and the subject matter.

Some of the most common greetings include: Dear Ms. Hi Pete, It was great talking to you. I'm looking forward to learning more about Corpod's pricing plans soon.

Flowrite can help you deliver the message in a way you intended to — choose the tone for your email, and let our AI-powered writing tool take care of the rest. Out of Office until March Hi, Thank you for you email. I will be out of the office March For urgent matters, you can contact my colleague Kim Williams at kim corpod. Otherwise, I'll respond to your email as soon as possible after my return. Kind regards, Pete.

A step-by-step guide on how to start a professional email in order to nail that ever important first impression in business communications. Discover examples of professional email sign-offs for any situation and learn what closings to keep away from. Supercharge your daily communication.

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