Compiled by KD — Great Work’s Recruiter and Social Media guru.
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Email may seem simple to the untrained eye but utilizing email correctly can be like speaking an entirely new language. Check out THESE 10 TIPS that will be sure to take your email etiquette to new heights!
1. A few things every email should include…
Every good email should include the following: a subject line (treat this like a title of a paper), introduction, body of email (brief and to the point), conclusion (leave the conversation open-ended with potential for good flow), and always include a signature.
2. Spellcheck isn’t flawless…
Spellcheck and autocorrect are great for saving time and making sure there are no misspellings in your email. Always read over your email before pressing send. Spellcheck will not catch the correct forms of “Too, to, two, where, were, we’re, etc.” Here is a link to an excellent article on what spellcheck doesn’t always catch: https://writingenglish.wordpress.com/2006/09/18/ten-common-writing-mistakes-your-spell-checker-won%E2%80%99t-find/ .
3. When emailing a new contact…
Introduce yourself briefly and mention when/where you met this person. A nice introduction goes a long way and has a positive impact on your first impression.
4. AVOID TYPING IN ALL CAPS!!!
Typing in all caps is the email equivalent of yelling/screaming. Even if disgruntled with the person you are emailing with, avoid typing in this manner. Never type an email based off of a current feeling of discontent. In today’s world, it only takes one screenshot for that private email to go public.
5. Reply in a timely manner…
Although it isn’t required to respond the exact moment you receive an email, reply as soon as possible. Even if you don’t have the answer someone is looking for at the time, acknowledge the email. Let them know that you are looking into the matter and will have an answer by a specific time.
6. Remember to attach your attachments…
We have all done this before at some point in time. We’ve all sent that email that says something is attached and forgot to attach the document needed. One good way to always make sure your attachment will be there is to attach before constructing the body of the email.
7. The Spam and Suspected Spam folder…
Most of the time, these folders are loaded with newsletters, promotional offers, and spam letters. However, don’t forget to check these folders regularly. Sometimes emails from new contacts will find their way to these folders. You don’t want to miss out on a new job offer, new connection, or new login information for an online account.
8. Maintain that professionalism…
Avoid slang, social abbreviations (lol, jk, ttyl), and exclamation points when discussing business. It is important to maintain a sense of professionalism. Keep in mind that you are a direct representation of your company’s brand. If coming from a personal email account, you are your own brand.
9. Don’t forget about the telephone…
Some detailed matters are better said than typed. Emails should be brief and a quick way to communicate. Feel free to pick up the phone and further establish your professional relationships.
10. Train others on proper email etiquette…
Every company is different and has their own unique way of communicating with their clients/customers. Have trainees learn to speak the right kind of email language. Educate and train your staff, friends, or anyone who will be using email that you know. Knowledge is good to have but great to pass on to others. #BeGreatToday