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27 Email Etiquette Tips for Professionals

27 Email Etiquette Tips for Professionals

Even after the advent of social media and improvements in text messaging, email is  still the mode of communication that continues to prevail in the professional realm. The ability to give direction, put out fires, and more without being face-to-face has enabled many businesses to use email as a productivity tool. However, there are times when professionalism goes out of the window, and etiquette rules are forgotten. Today, we will take a look at 27 email etiquette tips for business professionals.

1. Greetings and Send-offs

I never start an email with the contents. An email always begins with a sound introduction or with the recipient’s name. This will, in the beginning, let them know to whom they are speaking with. When you begin by acknowledging them by name (e.g. Hello, John Doe), you will let them know whom you intend on talking with. When you are done with an email, always finish by saying “Thanks” or “Cheers”, to practice good etiquette and respect.

2. Know When to Call

Not all communication has to occur through email. Once conversation begins to mention specifics, it may be wise to schedule a phone call—this can prevent misunderstandings and can even expedite your correspondence. It is also respectful to pick up the phone when a meeting, scheduled by email, is cancelled.

3. Mind Your Punctuation

Professionalism involves knowing how to mind your punctuation. In a standard email correspondence, you should use periods and question marks about 95% of the time. Leave exclamation points to when your conversation is light-hearted, and you’re familiar with the recipient.

4. The Clock is Ticking

When dealing with business, never keep them waiting. As the saying goes, “time is money”. You should never let a recipient wait more than two days for your reply. Just like a phone call, waiting on an email can hold up progress on whatever project you are attempting to establish. After all, isn’t that why you’re emailing and not using snail mail?

5. Write it Right

Grammar and spelling should be two considerations when emailing in a professional environment. Even though the content is the star of the email, ensuring that your grammar is in check allows the business acquaintance to know that you are taking the conversation seriously. Most email clients have spelling and grammar checks, so use them!

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6. Consider Company Culture

Let’s be honest—while grammar and tone should be professional, we must still consider the companies that we are contacting. Inner business emails between more relaxed companies will of course be a bit different from, let’s say, the White House. While minding your grammar, continue to give off an approachable vibe while emailing.

7. Engineer the Perfect Subject Line

The first thing your recipient sees is the subject line. Frankly, they will discern the importance of an email by a subject line before reading its contents. Make sure you leave a great impression by being mindful of capitalization, being concise, and to the point.

8. Reply vs. Reply-All

Nothing is more embarrassing than sending a mass email that was intended for only one recipient. This is the result of an email that began with multiple recipients. When replying, you will have the option to “Reply”—which emails the sender—or “Reply-All”, which sends your message to everyone the original message was sent to. Double check before sending, or you’ll be sorry.

9. Consider The Privacy of Others

There will be instances when you’ll have to send business emails to multiple recipients who may not know each other. The recipient’s email address is added to the “To:” section in average emails, but in multiple recipient emails, you should add the addresses to the “BCC” or Blind Carbon Copy section, to prevent others from viewing recipient addresses.

10. Tailor a Signature

Unlike a greeting or send-off, an email signature is automatically added to the bottom of a message, where you can add a small biography and contact information. This doesn’t replace a quality greeting, but it does allow a new acquaintance to learn more about you and to know where to get in contact with you.

11. Go in Vacation Mode

Several times a year, during vacation, I usually find myself separated from my email. As seen in tip #4, time is of the essence, and it’s rude to leave an email in your inbox unanswered. To alert individuals of my absence, I add an auto-responder (through Gmail, but also available on other clients) mentioning of why I’m gone and when I will return.

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12.  Be Mindful of Links

Hackers have found ways to add viruses and malware to attachments and links. When forwarding emails, ensure that the links and attachments are safe. Also, reduce the number of chain messages you forward and never send any from an unknown recipient.

13. Create a TL:DR Summary

TL:DR is an acronym standing for “Too long, didn’t read”. It’s quite blunt and is the case for many busy business acquaintances who simply are too busy to read long email conversations. For this reason, when forwarding or periodically when replying to conversations, summarize previous points in bullets to keep recipients up-to-speed on email contents.

14. Job Search Tip: Resume and Cover Letter

When searching for a job, email etiquette is of the utmost importance. When replying to a job board, always ensure that you include your resume and cover letter. By default, these should be attachments unless they explicitly are against them.

15. Ask Before Attaching

The reason companies don’t like large attachments is because companies are given a specified storage space they pay for. Your large attachment eats up their storage allowance. Before sending a large attachment, or multiple ones, always ask for permission from the recipient.

16. When is Irony Appropriate?

Irony is a popular form of comedy for most people. However, in a business setting, you should shy away from it. Irony in any written form can be misunderstood at best, and at worst be taken as offensive. Save the irony for emails within your company.

17. Rethink Your Font

A company email isn’t a PowerPoint presentation from your sixth grade English project: leave the fancy fonts for another time. Not only does it come off as unprofessional, some companies may not have the email clients that can present such fonts. Besides, who wants to read Edwardian Script font anyway?

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Professional Fonts to Use

  • Times New Roman
  • Georgia
  • Veranda
  • Arial
  • Book Antiqua
  • Calibri

18. Documents Open for All

Obscure file types can prevent companies from being able to open the attachments you send, which can slow down business operations and projects. Leave attachment file types to PDFs, .doc, .txt, or .jpeg. They usually are of a reasonable size and can be opened on most machines and operating systems.

19. Separate Work from Play

It’s not wise to use your company email to send personal messages to friends and relatives. Use your business email for colleagues and business acquaintances only, for two reasons: to maintain the professional nature of your inbox, and to limit wasteful use of email storage space.

20. Ensure Your Email Wasn’t Trashed

If you haven’t heard back from a receiver, chances are that they are busy. Inquiring on whether or not they got your message could make it worse, but there are times when emails are quite pertinent. Wait a week to a week-and-a-half if time allows, and if you still don’t have a reply, call them or dispatch another email.

21. Make Your Intentions Clear

When recipients only have a minute or two to read an email, you should make your message as concise and to the point as possible. Provide an outline in the beginning of the email of what you expect from the recipient before going a bit in depth.

22. Connect Email to Your Phone

To prevent recipients from waiting, connect your business email to your phone to ensure that you are able to reply to them in a timely manner. In the settings of most smart phones, you are able to adjust your signature.

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23. Inner Company Acronyms

While acronyms are ill-advised to new acquaintances, creating company acronyms between co-workers can be a clever way to ensure that they understand the importance or intent of the message. Acronyms like “NRN” (No Reply Needed) can allow colleagues to know what messages are urgent and what can wait.

24. Extend What’s in Email

It’s easy to blame forgetting or misunderstanding a meeting request given through an email. Most email clients don’t have alarm systems. This means it’s your responsibility to apply outside the inbox what is relevant (creating calendar alerts for meetings, etc) to be productive.

25. Consider Time Differences

It can be aggravating to request a call or meeting through email and not hear back within a timely manner. It is necessary, however, to ensure that this isn’t due to time zone differences. If you are requesting a call from an Australian acquaintance and you’re in New York, ensure time zone differences are worked out.

26. Check Your Calendar

To prevent unnecessary back and forth emailing, it is wise to be mindful of  traditions and holidays in the culture or religion of your recipient. If you are in a country where Christmas isn’t widely celebrated, it may not be wise to schedule a meeting for December 24th when the rest of your location is on business as usual.

27. Inform Employees on Etiquette

It’s fine and dandy to follow all of these email etiquette tips yourself, but if you are the only one following them, it still gives your business a bad image. Share valuable email etiquette tips with your co-workers to ensure the business name is kept sound.

Let us know in the comments below of a moment when your email etiquette left a good impression on the recipient. Also, let us know when email etiquette was tossed out the window, and its outcome.

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Last Updated on November 26, 2020

How Relationships Building Helps Achieve Career Success

How Relationships Building Helps Achieve Career Success

As playwright Wilson Mizner supposedly said all the way back in the 1930s,

“Be kind to everyone on the way up; you will meet the same people on the way down.”

The adage is the perfect prototype for relationship building in 2020, although we may want to expand Mizner’s definition of “kind” to include being helpful, respectful, grateful, and above all, crediting your colleagues along the way.

5 Ways to Switch on Your Relationship Building Magnetism

Relationship building does not come easily to all. Today’s computer culture makes us more insular and less likely to reach out—not to mention our new work-from-home situation in which we are only able to interact virtually. Still, relationship building remains an important part of career engagement and success, and it gets better with practice.

Here are five ways you can strengthen your relationships:

1. Advocate for Other’s Ideas

Take the initiative to speak up in support of other team members’ good ideas. Doing so lets others know that the team’s success takes precedence over your needs for personal success. Get behind any colleague’s innovative approach or clever solution and offer whatever help you can give to see it through. Teammates will value your vote of confidence and your support.

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2. Show Compassion

If you learn that someone whom you work with has encountered difficult times, reach out. If it’s not someone you know well, a hand-written card expressing your sympathy and hopes for better times ahead could be an initial gesture. If it’s someone with whom you interact regularly, the act could involve offering to take on some of the person’s work to provide a needed reprieve or even bringing in a home-cooked dish as a way to offer comfort. The show of compassion will not go unnoticed, and your relationship building will have found a foothold.

3. Communicate Regularly

Make an effort to share any information with team members that will help them do their jobs more effectively. Keeping people in the loop says a lot about your consideration for what others need to deliver their best results.

Try to discover the preferred mode of communication for each team member. Some people are fine relying on emails; others like to have a phone conversation. And once we can finally return to working together in offices, you may determine that face-to-face updates may be most advantageous for some members.

4. Ask for Feedback

Showing your willingness to reach out for advice and guidance will make a positive impression on your boss. When you make it clear that you welcome and can accept pointers, you display candor and trust in what opinions your superior has to offer. Your proclivity towards considering ways of improving your performance and strengthening any working interactions will signal your strong relationship skills.

If you are in a work environment where you are asked to give feedback, be generous and compassionate. That does not mean being wishy-washy. Try always to give the type of feedback that you wouldn’t mind receiving.

5. Give Credit Where It’s Due

Be the worker who remembers to credit staffers with their contributions. It’s a surprisingly rare talent to credit others, but when you do so, they will remember to credit you, and the collective credit your team will accrue will be well worth the effort.

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How Does Relationship Building Build Careers?

Once you have strengthened and deepened your relationships, here are some of the great benefits:

Work Doesn’t Feel So Much Like Work

According to a Gallup poll, when you have a best friend at work, you are more likely to feel engaged with your job. Work is more fun when you have positive, productive relationships with your colleagues. Instead of spending time and energy overcoming difficult personalities, you can spend time enjoying the camaraderie with colleagues as you work congenially on projects together. When your coworkers are your friends, time goes by quickly and challenges don’t weigh as heavily.

You Can Find Good Help

It’s easier to ask for assistance when you have a good working relationship with a colleague. And with office tasks changing at the speed of technology, chances are that you are going to need some help acclimating—especially now that work has gone remote due to the COVID-19 pandemic.

Much of relationship building rests on your genuine expressions of appreciation toward others. Showing gratitude for another’s help or for their willingness to put in the extra effort will let them know you value them.

Mentors Come Out of the Woodwork

Mentors are proven to advance your professional and career development. A mentor can help you navigate how to approach your work and keep you apprised of industry trends. They have a plethora of experience to draw from that can be invaluable when advising you on achieving career success and advancement.

Mentors flock to those who are skilled at relationship building. So, work on your relationships and keep your eyes peeled for a worthy mentor.

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You Pull Together as a Team

Great teamwork starts with having an “abundance mentality” rather than a scarcity mentality. Too often, workers view all projects through a scarcity mentality lens. This leads to office strife as coworkers compete for their piece of the pie. But in an abundance mentality mode, you focus on the strengths that others bring rather than the possibility that they are potential competitors.

Instead, you can commit relationship building efforts to ensure a positive work environment rather than an adversarial one. When you let others know that you intend to support their efforts and contribute to their success, they will respond in kind. Go, team!

Your Network Expands and So Does Your Paycheck

Expand your relationship building scope beyond your coworkers to include customers, suppliers, and other industry stakeholders. Your extra efforts can lead to extra sales, a more rewarding career, and even speedy professional advancement. And don’t overlook the importance of building warm relationships with assistants, receptionists, or even interns.

Take care to build bridges, not just to your boss and your boss’s boss but with those that work under you as well. You may find that someone who you wouldn’t expect will put in a good word for you with your supervisor.

Building and maintaining good working relationships with everyone you come in contact with can pay off in unforeseen ways. You never know when that underling will turn out to be the company’s “golden child.” Six years from now you may be turning to them for a job. If you have built up a good, trusting work relationship with others along your way, you will more likely be considered for positions that any of these people may be looking to fill.

Your Job Won’t Stress You Out

Study shows that some 83 percent of American workers experience work-related stress.[1] Granted, some of that stress is now likely caused by the new pandemic-triggered workplace adjustments, yet bosses and management, in general, are reportedly the predominant source of stress for more than one-third of workers.

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Having meaningful connections among coworkers is the best way to make work less stressful. Whether it is having others whom to commiserate with, bounce ideas off, or bring out your best performance, friendships strengthen the group’s esprit de corps and lower the stress level of your job.

Your Career Shines Bright

Who would you feel better about approaching to provide a recommendation or ask for promotion: a cold, aloof boss with whom you have only an impersonal relationship or one that knows you as a person and with whom you have built a warm, trusting relationship?

Your career advancement will always excel when you have a mutual bond of friendship and appreciation with those who can recommend you. Consider the plug you could receive from a supervisor who knows you as a friend versus one who remains detached and only notices you in terms of your ability to meet deadlines or attain goals.

When people fully know your skills, strengths, personality, and aspirations, you have promoters who will sing your praises with any opportunity for advancement.

Final Thoughts

At the end of the day, it is “who you know” not “what you know.” When you build relationships, you build a pipeline of colleagues, work partners, team members, current bosses, and former bosses who want to help you—who want to see you succeed.

At its core, every business is a people business. Making a point to take the small but meaningful actions that build the foundation of a good relationship can be instrumental in cultivating better relationships at work.

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Featured photo credit: Adam Winger via unsplash.com

Reference

[1] The American Institute of Stress: 42 Worrying Workplace Stress Statistics

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