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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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Published on November 19, 2018

10 Ways to Build Positive Work Relationships and Work as a Team

10 Ways to Build Positive Work Relationships and Work as a Team

Behind the corporate veil, the actual members who work towards achieving the company goals are the ultimate assets.

It is very important for every team member to maintain focused goals on a professional front, at their individual level and at the organizational level. With even the slightest discord between two employees, the entire team might suffer and have to adjust with the downsize in organizational success that they realize ultimately.

As humans, each and every employee is bound to have different opinion and feel inclined to meet their personal goals, just as much as they meet the goals of their company. Hence, it is essential that work relationships among different employees are friendly and cordial. This will help the fellow team members to work together as an efficient team. The ultimate outcome of which will be a capable work force, poised to gather the gains of organizational success.

Let us take a look at some of the ways to build positive work relationships and help employees work together as a team:

1. Respect Your Peer’s Time

No matter which specific domain you work in or in which your organization deals in, each arena entails performance of various jobs by the employees. Within this organization, there are a set of cumulative jobs which ought to be performed at a specific pace, and within a set period of time.

Sometimes, there might also be a sequence to the performance of actions and processes, so that the next process in the sequence can be performed. Some procedures are dependent upon the performance of an action by a certain member of the team, so that the other members can carry out the subsequent steps in the sequence. The ultimate target with this planning is that the work must be completed on time and there should be no delay in meeting the deadlines which have been set for the purpose.

Thus, in situations where you are placed in a role where other people are affected by your actions or performance, it is essential that you respect their time and effort, and ensure that the ball is not pent up in your court.

At the same time, remember that you should make yourself available for other people, should they require your help. Ultimately, your aim must be focused at ensuring that work is not pending and you get it done like experts doing the work.

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2. Ensure that You Are Cautious With Social Media

With the ongoing trend in the digital space, it is easy to feel compelled and drawn towards the idea of connecting with your peers and colleagues on the social media. Although there is not much harm in the practice, it is essential to observe caution while making these connections.

The simple reason behind this is that one wrong move can dampen your reputation or else, cause your peers to gather an incorrect impression about you.

It makes sense to ensure what the social media policy of your organization is before treading on this path. If such policies restrict the association of fellow employees, then you must respect them.

3. Communication is the Key

Communication is essentially one of the most vital keys which impact how your relationships with peers and other employees are. The role of effective communication cannot be stressed enough. It is vital in attaining the goals of working together in an organization and carrying out the jobs which will help in attaining success.

However, there is a very big danger with communication. As part of the human nature, it is easy to assume that the person ahead of us has understood what we intend to say. This might not be true at all times.

Therefore, taking feedback is important. This will help you understand if your message has been understood in the intended manner. If the message has not reached the intended party as expected, corrective actions can be taken at the same time.

Poor communication has the disadvantage of adding stress and distrust among fellow employees. It can sometimes causes crucial message failed to be delivered, leading to organizational turbulence, after which the blame game is hard to end.

In order to avoid the confusion and misunderstanding, communicate through a formal chain of command and follow formal mode of communication. Thus, communicating through mails or any other formal channel of communication would be the appropriate way to communicate in order to keep everything on record. This will help in referring to the communications later, should any dispute arise.

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4. Feedback is Important

As important as it is to take feedback from other people, it is also important to give your feedback. It is not just you who needs feedback but also your peers, in order to understand how well they are performing.

Your feedback will help other people progress in their work as much as it will help you progress in yours. Giving constructive feedback to your fellow peers at the right time and in the right state will help them advance, and ultimately lead to the success of the organization.

Your co-workers are bound to value your opinion and regard you in a positive light, if you provide them with the feedback that you require from them.

5. Make Use of Common Day Courtesies

Greeting a co-worker may sound like something so ordinary that you might wonder how it ended up on this list. However, as long as we are talking about ways to build a positive work environment, this one cannot be ignored.

You maybe surprised by bidding your co-workers simple common day courtesies! Being humble never hurt anyone, even if you do not exactly receive something in return.

Moreover, you must maintain eye contact with your fellow peers if you wish to gain their trust. This will provide the necessary infrastructure to build a capable team.

6. Get Into the Habit of Helping Yourself

While at work, accept that you are never going to receive the pampered behaviour which you do at home. No one at your workplace wakes up in the morning and makes themselves available at the  to hear you rant or constantly answer your questions. However, you might come up with situations nevertheless, which require you to ask for help or advice.

In this scenario, try to gather some information about your question, say, from the manuals which you receive upon joining, or from the web and equip yourself with some concrete information about the question which you may be ready to ask from someone else.

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At least when you approach someone with your doubts, along with the information gathered you’ve gathered, they will appreciate you for having made the effort to find out the answer.

This will make them feel important as well, answering your questions and helping you achieve your goals or tasks.

7. Treat Everyone as Equals

As a member of your team, it is not your job to point out who is better and who is not. Organizational politics can be a deadly game to play and as long as you are not a pro player, it is always risky to put yourself in a situation that will tarnish your image.

Gossiping is a strict no and spreading rumours is something you must avoid at all costs. Behave in a humble manner and even if someone tries to pull you into a conversation, avoid it in a respectful manner. Do everything you can to pull yourself out of that situation.

While talking behind people’s backs may sound like a refreshing fun activity initially, it will definitely come to bite you behind the back in the future.

Also, it will be wise to remember that no one in the organization is permanent. People change and so can their designation. It will be better for you to keep your personal views about someone in your head.

As long as you maintain the idea of treating everyone as equal, you will find yourself amidst a positive working environment at all times.

8. Acknowledge Your Mistakes

Mistakes happen and one of the more noteworthy facts about mistakes is that they can be made by anyone. The wisest thing you can do is to admit mistakes you’ve made.

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Playing the blame game will not only tarnish the name of your peers but also your own. It is always good to avoid getting into a tiff with others. Admit your mistakes and think of remedies or solutions to fix it. For a positive working relationship with your peers, you will need to adopt this quality.

9. Learn to Take on Responsibilities

Passing on your work load might be required when you are overburdened with work. However, when entrusted with a job, you should try to accept it as your responsibility and avoid putting it off to someone else.

Putting off work all the time will only end up creating a block between you and your peers, while they may start avoiding communicating with you at all. When you work in a team, your duty is to cooperate and build a positive working relationship with your teammates.

10. Engage in a Follow-up Routine

As a part of a team, it is necessary to express the fact that you care about your team members and you are also poised to achieve the targets set by your team.

Whenever you get the chance, do not hold back from asking your co-workers about your work performance and whether they think there’s anything you should improve.

Be prepared to be available to change and improve. This will go a long way in presenting yourself as a responsible and willing to learn employee.

The Bottom Line

These are just some of the ways in which fellow team members can build positive work relationships among themselves and work towards taking the organization to new heights. This attitude is  best to achieve overall success for the organization and create an environment of trust and honesty among the employees.

Featured photo credit: Mimi Thian via unsplash.com

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