Emails are part of our everyday life, it is one of the most efficient ways to communicate. Yet the tone of them can be misinterpreted all the time. I myself have been guilty of being over sensitive to emails that are just simply asking me a simple questions. We have all been victims of the passive aggressive Cc or been sent the email addressed to the wrong person. Here is our email etiquette to help you avoid embarrassing professional interactions.
- Mirror the greeting of the recipient. Use the same wording as they do, Hi, Dear, Hello, Good Morning. This will then avoid the interpretation of one being too informal.
- When writing professional emails never sign of an email using the XX! (Guilty of this by accident)
- Take time to write your emails, if you answer in a rush you are more likely to make mistakes
- Proof read! I always use this amazing website that gives you advice on how easy your sentences are to read – Hemingway.
- Make sure you attach the actual attachment. Outlook now have this great feature where it sends you an error message if your email mentions an attachment and you haven’t attached a document when you press send.
- Be clear in your subject line. The subject line is what people will make the decision on to open the email or not. Plus it is easier to find archive emails if you need to find something you sent later down the line.
- Do not send to much information. People will just not read it.
You should ideally never be making more than three clear points in your email.
- Always respond on the same day. Even if you cannot answer the questions, let them know you will get back to them ASAP.
- Do not always hit “Reply All” No one needs to see 20 emails if it is not relevant.
- Be careful when using humour, especially in Dubai, with so many cultural differences in the work place it can be misinterpreted.
- Use auto reply when needed. There is nothing more frustrating than waiting for a reply from someone when they are holiday and you think they are just ignoring you.
- Mass email: Now sometimes you have to do this to save time but there are plenty of tools out there to help you make them more personal, like Word Mail Merge.
- Double check the email is going to the right person.
- Try to avoid using exclamation mark, it always sounds harsh.
- Do not write in CAPS LOCK. IT LOOKS LIKE YOU ARE SHOUTING.
- Things can always get tense in the workplace so try to avoid replying on emotions like anger. You will not communicate effectively.
- Always end with a polite sign off. Use Many thanks, best regards, kind regards, speak soon or any others you can think off. Just ending with your name can be abrupt.
- Always start your email with a kind greeting, “I hope you had a nice weekend”. It helps set up the rest of your email in a nicer tone.
- Never use 🙂 or 😉 or 🙁 in a professional email. I see this a lot and there is just no need. Use your words.
We know that every woman is busy. By applying this email etiquette will take up more of your time. However it will avoid bigger problems if you make mistakes from just taking a little more care over your emails.
Do you have any other tips you would like to share with us? Or examples of bad email etiquette? Then tell us in the comment sections below.