Email Etiquette Rules
Even in this age of information technology and rapid electronic communication, every individual is expected to follow certain codes and ethics when interacting with the computer or any other gadget. The same email etiquette rule applies to all irrespective of whether you are a working professional, email etiquette rules for business entrepreneur or a student. As a matter of fact, there are various sources of electronic communication such as an email, Facebook, Twitter, Skype and much more. Beyond doubt, the email etiquette rules in the workplace are regarded to be one of the most common and effective means of communication. Today email etiquette rules in the workplace are not just limited to sending an important piece of the message but its circumference has extended to a much wider boundary. In fact, according to the survey, the numbers of email id users are creeping up steadfastly with the increasing numbers of internet users.
But of late, unfortunately, the email etiquette rules for business are getting into the threat zone with the use of filthy language. Also, there have been quite a number of instances where they have completely misinterpreted because of a huge communication gap. Moreover, it is rightly suggested that one should not send an email when you are annoyed or have developed ill feelings towards someone. This can further complicate the problems if not sorted out within time or if the email does not send properly. It ultimately creates a negative impact and displays you are unprofessional.
Important Basic Email Etiquette Rules
Here are some of the Email Etiquette rules that Individuals often overlook or usually do not follow-
Email Etiquette Rules #1. All Caps
Whenever you are composing any email whether formal or informal you must be aware that your Caps lock is not turned on. Generally speaking, it does not sound good to compose an email body comprising of all block letters. In professional term, this error is usually known as ‘shouting’. Furthermore, the writing becomes almost illegible. However, if you really want to try out something new and go for a new font style, then you can use all words in lowercase. In fact, this style is becoming popular these days. But the right approaching of writing a mail is typing the information normally without using too much font styles. You can highlight / bold or underline the important part of your message.
Email Etiquette Rules #2. Sending an Email without Proofreading
Another mistake which people generally make is sending the email without reading what they have actually composed. You may have typed an all-important electronic mail very carefully but you should make a habit to proofread the content before clicking on the ‘send’ button. Your mail may have spelling mistakes or grammatical errors which will lead to a bad impression. Don’t be sloppy while writing even if it is not an official message. The proofreading or editing becomes all the more important if your mail has an autocorrect option. Rereading will ensure that you have mentioned all the vital points in your mail and have not forgotten to attach any necessary document if any.
Email Etiquette Rules #3. Error Regarding Forwards
You will be a bit surprised to know but the fact remains that people do not follow customs even when forwarding an email to someone. Actually, ‘Forwards’ are usually categorized into three categories-
Fake emails containing false promises
As such you might have come across many fake emails which contain false promises. For instance, it might ask you to forward information to many people claiming that it would offer you a cash reward of a certain amount on completing this task. Please beware of such emails!
Emails comprising of pictures and fun facts
There are many emails that contain cute images of animals, babies or any other interesting object and the sender requests you to forward to more individuals. Furthermore, it may also contain interesting facts and information on any issue. However, be very careful before email etiquette rules in the workplace for which forwarding it to someone.
Junk emails or Spam
These are usually sent by the hackers to target victims. They send the emails in bulk to a large number of people in the name of Gods and Goddesses. For instance, you might get a mail from an unknown source who asks you to forward it in the name of any Hindu God or Jesus Christ.
You need to be very alert and aware while tackling with such kind of fake emails. You must follow the simple instructions given below-
- Please do not forward any junk mail or spam even by mistake
- If you are enchanted by the picture, video or the content of the email and you really want to forward it, please do remember to send it only on a personal note.
- You can check the whereabouts of an email at monitoring websites such as Snopes.com.
- Do not keep on forwarding emails to every person available on your address book.
Email Etiquette Rules #4. Exaggerating the content or shortening its length
Some people have the habit of exaggerating or unnecessarily elaborating a point while they are composing email etiquette rules in the workplace. Please get away from such practices as it is not all pleasing to the eyes. Avoid using long sentences; instead, write to the point and in short paragraphs. Use of bullet points and numbers are always encouraging as they can be easily understood. You can bold or use italics to highlight the important aspects.
On the other hand, it does not mean that you can choose the shortest path to convey your message. This is more applicable and important especially when you are responding to any email etiquette. Do not answer only with a single word. In fact, this email etiquette rules for business often broken if the person has to reply in affirmative or negative. The email becomes quite abrupt and looks awkward. Now, why is it important to follow this pattern? The answer is that every email has a certain tone and it needs to be strictly followed while writing. So reply back by writing a complete sentence.
Email Etiquette Rules #5. Adopt a Complicated Approach While Composing
Well, this is true in many contexts. Often people do not pay attention to the tone or language while they are composing an email. The result; they end up writing in a very complicated language which is quite difficult to understand. The use of hard-hitting words certainly needs to be avoided. Rather your approach should be simple. The language should be placid which anybody can easily understand. However, in doing so you have to keep in mind to whom are you addressing in the mail. Compose your facts in an organized way. Be careful about using proper punctuation marks.
Email Etiquette Rules #6. Adopting a Total Informal Approach
Now, this is something which has been found in several email etiquette rules in the workplace. At times, individuals become too informal in their approach which then starts reflecting in their tone of the message. Well, it largely depends on the type of relationship between the sender and the receiver. However, whatever may be the case the bottom line is you need to keep an eye on the level of informality unless you are addressing to someone very special. You need to be cautious about using fancy fonts, colored texts and SMS shorthand language such as ‘u’ for you or ‘ur’ or your etc.
Email Etiquette Rules #7. Sending or Responding to Group Emails
Many times you are required to send group emails. Here too you need to be judicious in your approach so that you do not land in an area of difficulties. Always make sure that you are making use of the BCC field option when sending the message in bulk to many individuals. The benefit of doing so is that you can conceal the email addresses of other persons you are sending to. Any person will, not be able to figure out how many individuals have received the same mail. This practice is usually adopted by the companies when they call several candidates for an interview.
In the same way, if you are responding to group email, you can save from disclosing the email addresses of other individuals. In this case, you can utilize the CC field. However, be very sure and careful before using this tool.
Email Etiquette Rules #8. Amalgamation of Professional and Personal
Most of the working email etiquette rules for business professionals have two separate email is one is the personal whereas one is the company email which contains only official messages. However, some people make use of their office mail id for sending the personal message to their friends or relatives. This is not acceptable by any means and is a complete breach of the email etiquette rules in the workplace and code of conduct. Even if you want to share an interesting video, joke or any other info on the personal note with your office colleagues always use your personal mail address. Many email etiquette rules for business are very strict on this note and any violation on this front can lead to penalizing the individual. In addition, make sure that you do not send NSW (Not Safe for Work) emails from company id. Sending objectionable videos or content can lead to the expulsion of the employee.
Email Etiquette Rules #9. Sending the ‘Gentle Reminders’
If you have noticed carefully, a very popular phrase is actually trending out in the world of electronic mail which is known as ‘Gentle Reminder’. This term is commonly being used especially in the subject line of the email. As the name suggests, the sender actually reminds the recipient of something such as to pay the remaining dues of payment etc. But at times the message is actually misinterpreted. Many email etiquette rules for business has taken this as an offense because they are being reminded of something. So even if you have to send somebody a reminder, please remain cautious of the language and tone.
Email Etiquette Rules #10. Sending Mega Files
It is interesting to note that people not only break the email etiquette rules in the workplace while composing the content of their message but even when they are attaching a document in support of their write-up. Yes, it may seem absurd but attaching any document or file size of 10MB or more is considered to be the breach of conduct. As such the servers cannot take the pressure of such a large document. Such attachments in any form are difficult to send and can create a mess in the receipt’s inbox. However, if you have to send a large sized file, then better opt for online services such as Dropbox, Hightail or DropSend.
Email Etiquette Rules #11. Writing an Incomplete Subject Line
Whether you believe it or not, but the Subject Line is considered to be one of the most crucial parts of any email. The recipient of the mail will first notice the subject line of the mail because that is how it is visible in his inbox. It is on this subject that your receiver will make out what the message is all about. Therefore, it is important to write a complete and meaningful subject and then come to the rest of the body. The inappropriate subject line shows your interest in conveying the message to the receiver.
Email Etiquette Rules #12. Beginning and Signing of the Email
The beginning of the email reflects a lot of the tone and language of the rest of the body. Only by writing hello or a mere hi sounds a little absurd. If you know the name of the person you can address him/her by name and if not just write a Dear Sir or Madam. If you are addressing to your senior, you cannot start with Hello Sir. If you are to any individual asking him to appear for an interview, you can either refer him by his name or just write ‘Dear applicant’.
Similarly, when you are closing the mail, do not write Thanks unnecessarily unless you are asking the individual to do a favor for you. In fact, ‘Regards’ is a more suitable and appropriate word, to sum up, the entire discussion of the mail.
Email Etiquette Rules #13. Taking Own Sweet Time to Reply
This is a bad habit to develop specifically if you are associated with the professional world. There are people who take the luxury of replying back to emails asking them for a piece of information even when they know the answer. They just reply in the nick of the time or when they get a reminder email. Of course, you should treat the emails on the basis of their merit but at least respond back with a reply regarding the subject or the issue.
Conclusion of Email Etiquette Rules:
It is important to avoid the practices where you are violating the email etiquette rules for business. You should follow the code of conduct properly while composing an email etiquette in the workplace which reflects your authenticity and sincerity.
Through this post we will discuss some of the Email Etiquette rules that Individuals often overlook or usually do not follow. Here we have discuss the important basic email etiquette rules in the workplace.