Emails… Some of us are not fans of them but we depend on them for immediate written responses, confirmation and moving our business forward at an accelerated pace.Communicating by email permits us to be more productive and share information with multiple people in different locations with one click. It’s just so convenient! However, with all its great qualities; emails can also be used recklessly which can result in career-limiting moves.
Here are a few email etiquette basics to consider:
- Communicate the action required clearly.
- Determine who really needs your input. Is it everyone that is cc’ed on the email or the primary person or are you hitting “reply all” to make your comment appear relevant when it really isn’t?(Upper management can see right through that)
- Do not job hunt or apply for another job from the email account at your place of business. Your employer can review your emails at any time. Nothing is confidential on the company server, whether it’s encrypted or not.
- Watch your tone. The tone of an email can often be misconstrued if there is a string of emails. Address the person verbally and confirm your conversation and/or agreements with an email.
- Use restraint. Do not send criticisms or complaints about coworkers or your employer through an e-mail or via text. This act can come back to haunt you and as stated before, your employer is entitled to review your emails at any time.
- If you write a nasty e-mail about an issue or complaint and erroneously hit “reply all”, be prepared to shift into damage control mode as you just offended someone. Practice your sincere apology and approach that person face to face. Unfortunately, there are no promises that you will maintain a cordial working relationship or keep your job. Responding to emails out of anger or frustration can be career changing…and I don’t mean that in a good way.
- Don’t let your emotions overtake you. Keep your power and cry in the supply closet.
- Do not send a resignation letter by email before verbally informing your direct report of your decision. (I made that mistake once).
- Protect your professional presence and address erroneous information about you or your projects immediately.
- Check your spelling, grammar, and informal abbreviations. Your email can be forwarded to others easily and will reflect on your professionalism.
- Unless it’s a requirement for your job, limit your internet and social media browsing to your personal cell phone.
- Always update the subject heading. This allows the recipient to prioritize emails that need immediate action.
- Do not use the word “urgent “. If you need a quick response, pick up the phone or include in the subject line “requires immediate action”.
- Use a professional signature at the end of your emails including “your name; company name and phone number”
- Sign off with something other than “thanks, best, best regards…” Try “respectfully, speak with you soon, wishing you a wonderful day…”
- Do not use emoticons unless your employer is very relaxed on that policy. I would recommend that you refrain from including them on emails to be safe.
The list of email best practices and faux pas are long. Feel free to share some of yours in the comment section.
