There is nothing to doubt that email has revolutionized the way we communicate with each other. And although people may prefer more and more things like social networks and instant messaging apps to chat with friends these days, the truth remains that when it comes to proper communication, email is still the preferred medium.
From universities to multinationals and from students to CEOs, the email used practically everywhere and by everyone. That said, almost all of us have multiple email addresses, with one or more of the many email providers. But the real question: are we confirming the correct use of e-mail protocol (s)?
If you are unsure of the answer, then this article, underlining the basic email etiquettes that everyone should follow, for you. So, without further ado, here they are.
Basic Etiquettes for Email
1. Use a professional-looking email address
Your email address often considered indicative of your personality. For this reason, It is important to have a professional-looking email address, generally with the first and last name that make up the "username" part of it . This is even more important if you intend to use the e-mail address for professional communications (eg Send CVs to recruiters, providing work samples to clients).
If the chosen username is not available, you can add a number of your choice (e.g. date of birth) to get one . To cite a few examples, (email protected) or (email protected) they can be considered good choices. On the other hand, use something like (email protected) or (email protected), and you can be pretty sure that your emails won't even be opened by recipients.
Hint: for whenever possible, use a separate email address for all professional needs. And if you don't mind shelling out some cash, better go for mail hosted with your domain.
2. Always include a subject and keep it clear and concise
The subject line is one of most important components of email, since immediately provides the recipient with an idea of the information included in the email . This is why all your emails should have a subject line, even if the content is not very important. Leaving the subject line blank is perceived as negligence on the part of the sender.
More importantly, the subject line should be concise and to the point, so that the recipient can distinguish the content of the email as quickly as possible. Few examples are i report on attached projects , the performance survey – solicited to respond in advance , and things like that.
3. Use standard characters and minimal formatting
No matter how much you like those fancy fonts you have on your PC, they are an absolute no-no when it comes to composing emails. This is because if you use a non-standard font that is not installed on the recipient's computer, the email text will not appear as expected . This is why most e-mail services have few standard, serif and sans-serif fonts (e.g. Times New Roman, Arial) available for composing e-mails. And you should stick to them.
Also, keep the formatting in your email as little as possible. Unless you need to emphasize a certain section, row, etc. In email content, avoid using highlights and colors for text . Indeed , the color of the email text must be Black only, as it is the most readable.
4. Avoid typing errors, grammar errors and punctuation errors
Although not everyone out there is a Nazi grammar, and it is non-criminal to have an error or an unintentional error in the e-mails, the incorrect use of the language, the structure of the sentences etc., generally from the recipient (s) a negative impression. So extremely important triple check the subject line, body and all other e-mail textual elements for any involuntary grammar and punctuation errors (and correct them, if found), before pressing the "Send" button.
Besides, you shouldn't never use more punctuation marks (e.g. !!!) in your emails. The same goes for slang words (eg LMAO), popular contractions (eg Gotcha!) And emoticons. All of these things seem very immature and unprofessional, and are best left only for social networks and instant chats.
Suggestion: always take care of how you capitalize on words, phrases, etc. In your emails. An email (or anything else for that matter) should never, ever be composed in ALL CAPS, since it is considered the Internet equivalent of shouting.
5. Assign descriptive names to attachments
More often than not, we have to send / receive multiple files as attachments with our emails. While this is quite necessary, nothing could be worse than receiving an email that loaded with numerous randomly named files (e.g. 022325kjsdgbs.pdf, oldverfileplcheck.doc) that make no sense. Therefore, every time you send attachments with an email, rename them with some descriptive file names, so that the recipient immediately knows their content, without the need to open them. For example, if you are sending your resume to a potential employer, give it a name like CurrentResume_JohnDoe . Simple and easy.
Furthermore, if you intend to send a large number (e.g. 20) of attached with an email, better combine them first in a Zipped archive . For clarity, you can mention details such as counting attachments, total archive size, etc. separately. In the body text of the email.
6. Always include a signature
A signature required to properly close or end the body text of the email . But most of all, it also lends an "authenticity" to the email and its content . So all your emails should have the signature included in them. Just create and save a signature in your email settings, which will be added automatically at the end of each email you compose.
Talking about "what" should be included in the signature, something you should decide, as it varies from person to person. Having said that, as a general rule, you can include contact information (ex. Official number, secondary e-mail), as well as link to your social profiles . Simply put, a signature should serve as a digital contact card. But don't overload it with too much unnecessary information.
7. Recognize the receipt of e-mails
Today's email is so advanced that once you hit the "Send" button, you can be 200% sure it will reach the recipient's inbox a second or two later. However, as with any technology, the e-mail can (and occasionally does) also suffer from downtime . So once you get an email (especially if it's important), confirms receipt replying to the sender with a small message.
Although it is not possible to recognize all the emails you receive, you should try to do so. More importantly, you should recognize the e-mail incorrectly sent to the user since the sender may wait for a reply from the other party. This will make the sender aware of the error, and will also save the actual recipient of the email.
8. Use the appropriate greetings
When we talk to people face to face or even on the phone, we always start by greeting them. And the same rule also applies to emails, so your emails should always have proper greetings for the recipient (s). Depending on who you are sending an email to, the greeting can be formal (eg Dear Mr. Johnson, Professor Keller) or informal (Hi Adam, Hi Jenna) . Likewise, the ending (for example Greetings, Best regards) must have the same basic tone as the initial greeting, as well as the general message.
It is worth noting that it should refrain from using extremely informal and everyday email messages (eg What's up?) . It goes without saying that considered rather unprofessional.
9. Do not use Reply at all times
There are times when you receive an email that is also sent to several other recipients (for example, an important notice in a company). But when you reply to these messages, yes use the "Reply all" option quickly . This not only sends the reply to the original sender, but to all the others who have received the email, regardless of whether the reply is intended for them or not . This is a perfect way to clog recipients' mailboxes.
For this reason, be careful when replying to emails with multiple recipients and use the "Reply" option . Only when you are 100% sure that your reply to all users in the recipient list should you use the "Reply all" option.
10. Use the Cc and Bcc fields correctly
Together with the "A" field, the " Cc " is " Bcc "They are something that anyone who has ever had an email knows. But even after that, most people end up using them improperly. Here is an overview of what they are and when they should be used :
- Cc: stands for carbon copy. If there are some recipients to whom you want to send an email, but don't want them to know that this "only" email is meant for them, enter their email addresses in this field. Each recipient can see the email addresses of others in the Cc field.
- Bcc: abbreviation of Blind Carbon Copy. If there are multiple recipients to whom you want to send an email, but want them to be seen as the only email recipients, enter their email addresses in this field. Each recipient in a Bcc field can only see his own email address, and not the others. This option is best suited for privacy.
11. Reply to emails in a timely manner
Given the number of emails we receive every day, it's almost impossible to reply to all of them immediately. However, even if an email a little low on your priority, you should try to respond to it in a timely manner . Generally this should be within 24-48 hours of receiving an email. And if you can't respond to emails for some time (e.g. due to an interruption), use the auto answer or auto responder feature, which most email services have.
12. Format the emails correctly before forwarding them
As soon as the "Submit" button is pressed on an e-mail, the entire message (including any images, misaligned text etc. It may be present) oddly back to the right and entered in an empty email, so that you can enter the email IDs of the recipients and send it. This not only compromises the formatting of the original email, but introduces also many whitespace and extra symbols (>) in the forwarded email block, which in turn makes the email almost unreadable.
To order it, you should format the forwarded email correctly, when embedded in a blank email . This includes removing extra white space and removing extra characters, blank lines and the like.
Use email in the way it is meant to be used
As the primary means of communication in today's world connected to the Internet, it is extremely important that e-mail is used in accordance with the appropriate rules, which include everything from how you greet the recipients to the style of the character you choose. And the labels shown above help to do just that, thus making the email experience better and more productive. So try them out and let us know your favorites in the comments below.