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27 Email Etiquette Tips for Professionals

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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 August 25, 2021

Why Personal Branding Is Important to Your Career

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Why Personal Branding Is Important to Your Career

As a recruiter, I have met and interviewed hundreds of candidates who have no idea who they are.

Without a personal brand, candidates struggle to answer the question: “tell me about yourself—who are you?” They have no idea about who they are, what their strengths are, and how they can add value to the company. They present their CV’s believing that their CV is the key to their career success. In some ways, your CV still has its use. However, in today’s job market, you need more than a CV to stand out in a crowd.

According to Celinne Da Costa:[1]

“Personal brand is essentially your golden ticket to networking with the right people, getting hired for a dream job, or building an influential business.” She believes that “a strong personal brand allows you to stand out in an oversaturated marketplace by exposing desired audiences to your vision, skillset, and personality in a way that is strategically aligned with your career goals.”

A personal brand opens up your world to so many more career opportunities that you would never have been exposed to with just your CV.

What Is Your Personal Brand?

“Personal branding is how you distinctively market your uniqueness.” —Bernard Kelvin Clive

Today, the job market is very competitive and tough. Having a great CV will only let you go so far because everyone has a CV, but no one else has your distinct personal brand! It is your personal brand that differentiates you from everyone else and that is what people buy—you.

Your personal brand is your mark on the world. It is how people you interact with and the world see you. It is your legacy—it is more important than a business brand because your personal brand lasts forever.

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I have coached people who have very successful careers, and they come to me because they have suddenly found that they are not getting the opportunities or having the conversations that would them to their next role. They are having what I call a “career meltdown,” all because they have no personal brand.

A personal brand helps you become conscious of your differences and your uniqueness. It allows you to position yourself in a way that makes you stand out from the pack, especially among other potential job applicants.

Don’t get me wrong, having a great CV and a great LinkedIn profile is important. However, there are a few steps that you have to take to have a CV and LinkedIn profile that is aligned to who you are, the value you offer to the market, and the personal guarantee that you deliver results.

Building your personal brand is about strategically, creatively, and professionally presenting what makes you, you. Knowing who you are and the value you bring to the table enables you to be more informed, agile, and adaptable to the changing dynamic world of work. This is how you can avoid having a series of career meltdowns.

Your Personal Brand Is Essential for Your Career Success

In her article, Why Personal Branding Is More Important Than Ever, Caroline Castrillon outlines key reasons why a personal brand is essential for career success.

According to Castrillon,[2]

“One reason is that it is more popular for recruiters to use social media during the interview process. According to a 2018 CareerBuilder survey, 70% of employers use social media to screen candidates during the hiring process, and 43% of employers use social media to check on current employees.”

The first thing I do as a recruiter when I want to check out a candidate or coaching client is to look them up on LinkedIn or other social media platforms, such as Facebook, Instagram, and Twitter. Your digital footprint is the window that highlights to the world who you are. When you have no control over how you want to be seen, you are making a big mistake because you are leaving it up to someone else to make a judgment for you as to who you are.

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As Jeff Bezos, the founder of Amazon, once said, “Your brand is what people say about you when you are not in the room.”

In her book, Becoming, Michelle Obama writes about the importance of having a personal brand and her journey to defining her personal brand. She wrote that:

“if you don’t get out there and define yourself, you’ll be quickly and inaccurately defined by others.”

When you have a personal brand, you are in control. You know exactly what people will say about you when you leave the room.

The magic of a personal brand is that gives you control over how you want to be seen in the world. Your confidence and self-belief enable you to leverage opportunities and make informed decisions about your career and your future. You no longer experience the frustrations of a career meltdown or being at a crossroads not knowing what to do next with your career or your life. With a personal brand, you have focus, clarity, and a strategy to move forward toward future success.

Creating your personal brand does not happen overnight. It takes a lot of work and self-reflection. You will be expected to step outside of your comfort zone not once, but many times.

The good news is that the more time you spend outside of your comfort zone, the more you will like being there. Being outside of your comfort zone is where you can test the viability of and fine-tune your personal brand.

5 Key Steps to Creating Your Personal Brand

These five steps will help you create a personal brand that will deliver you the results you desire with your career and in life.

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1. Set Your Personal Goals

What is it that you want to do in the next five years? What will your future self be doing in the next five to ten years? What is important to you? If you can answer these questions, then you are on the right path. If not, then you have to start thinking about them.

2. Create Your Unique Value Proposition

Create your unique value proposition by asking yourself these four questions:

  1. What are your personality features? What benefit do you offer people?
  2. Who are you and why do people enjoy working with you?
  3. What do you do and what do people want you to do for them? How do you solve their problems?
  4. What makes you different from others like you?

The answers to these questions will give you the information you need to create your professional story, which is the key step to creating your personal brand.

3. Write Your Professional Story

Knowing who you are, what you want, and the unique value you offer is essential to you creating your professional story. People remember stories. Your personal story incorporates your value proposition and tells people who you are and what makes you unique. This is what people will remember about you.

4. Determine Which Platforms Will Support Your Personal Brand

Decide which social media accounts and online platforms will best represent your brand and allow you to share your voice. In a professional capacity, having a LinkedIn profile and a CV that reflects your brand is key to your positioning in relation to role opportunities. People will be connecting with you because they will like the story you are telling.

5. Become Recognized for Sharing Your Knowledge and Expertise

A great way for you to promote yourself is by sharing knowledge and helping others. This is where you prove you know your stuff and you gain exposure for doing so. You can do this through social media, writing, commenting, video, joining professional groups, networking, etc. Find your own style and uniqueness and use it to attract clients, the opportunities, or the jobs you desire.

The importance of having a personal brand is not going to go away. In fact, it is the only way where you can stand out and be unique in a complex changing world of work. If you don’t have a personal brand, someone will do it for you. If you let this happen, you have no control and you may not like the story they create.

Standing out from others takes time and investment. Most people cannot make the change by themselves, and this is where engaging a personal brand coach is a viable option to consider.

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As a personal brand coach, working with my clients to create their personal brand is my passion. I love the fact that we can work together to create a personal story that defines exactly what people will say when you leave the room.

Other People’s Stories

Listening to other people’s stories is a great way to learn. In his article, 7 TED Talks About Personal Branding, Rafael Dos Santos presents the best Ted Talks where speakers share their stories about the “why,” “what,” and “how” of personal branding.((GuidedPR: 7 TED Talks About Personal Branding))

Take some time out to listen to these speakers sharing their stories and thoughts about personal branding. You will definitely learn so much about how you can start your journey of defining yourself and taking control of your professional and personal life.

Your personal brand, without a doubt, is your secret weapon to your career success. As Michelle Obama said,

“your story is what you have, what you will always have. It is something to own.”

So, go own your story. Go on the journey to create your personal brand that defines who you are, highlights your uniqueness, and the value you offer to the world.

Featured photo credit: Austin Distel via unsplash.com

Reference

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