Email is the primary source of communication at work. We communicate daily with colleagues, management, customers, and clients. We have compiled 9 rules that will help you save time for yourself and your counterparty and quickly resolve business issues via email.
Email Etiquette Rules In Workplace
1- Write A Subject Line
Subject – like a heading, helps you quickly find the desired email in your mailbox. Be sure to include it to make it easier to work with letters. The wording of the topic should be informative. The recipient will not understand what he is being offered if the subject is vague.
If the subject changes during the correspondence, do not change it in the letter. Let’s say you started a dialogue about developing a website for dentistry, but in the process, a new order came – a website for a children’s center. Do not mix projects in one correspondence and do not change the subject when another question opens. Start a new conversation about that. Observe the rule: for each big question – a separate email.
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2- Call By Name
If you know the recipient’s name, be sure to address him by name. Otherwise, it will not be clear to whom the email is addressing at all, and it looks impolite. If there are several recipients, list by name everyone from whom you expect a response or action.
3- Write To The Point
Email writing is a short genre. Imagine how long it will take for the recipient to get to the essence of the letter through lengthy reasoning and abstract digressions. It is not worth writing what happened, what will be, and how the heart will calm down if this does not affect the solution of the issue. Take care of your own and other people’s time – go straight to the main thing.
4- Specify The Exact Date
Don’t write “urgent” in the subject or body of the email. Better to indicate the exact time and date when you are waiting for an answer or result.
5- Format Your Text
Unformatted text is hard to read, so make it correct. Indent one after each paragraph and two after the greeting and before the signature. Do not insert links in the middle of the text – place them at the end of a paragraph or letter, in a list. Explain each link: which document it leads to and why the recipient should follow it. Try not to overuse bold, italic, and colors in an email.
6- Write Neutral And Delicately
It is easy to evoke negative emotions by writing. The recipient can understand the text in different ways, so write as neutral as possible to avoid ambiguity. Be polite and considerate. If you don’t know each other closely, you should not ask personal questions, invade someone else’s space, joke, and raise topics that are not related to work.
7- Keep Your Chat History
In a large flow of information, it is easy to forget what you communicated with the sender – the history of the correspondence will help you remember. This is especially true for employees who receive a lot of emails with problems and questions.
Use a neutral name for work correspondence, preferably your first name. In the signature, include your first name, last name, job title, and company name. Add communication methods: phone, instant messengers, social networks – and a link to the corporate website.
Limit yourself to neutral “best regards” or “best wishes.” You should not write half-page words of gratitude in an automatic signature, place advertisements, or put links to collect signatures and similar projects.
It is extremely important to add signatures. For example, if you provide dissertation help UK and you write all your details in the email’s signature, it will be easier for people to contact you. It helps in the promotion of a business.
9- Reread Before Submitting
Everyone can make a mistake, write ambiguously, or explain the issue incomprehensibly. Therefore, before sending, re-read the email and check for errors. If it was written under the influence of emotions, do not send it right away – let it rest for 15 minutes. Then look again – perhaps you were too harsh in judgments and assessments. If so, change your tone and rephrase the slippery moments.
You should keep all these rules in your mind next time you write an email.