In a world of emojis, abbreviations, and instant communication, we are all used to sending messages that are short, sharp and to the point. So when we use email, why wouldn’t it be the same? Well, there is actually something pretty important to consider: your email etiquette. But what is it, and why is it so important? Let’s find out.
What is email etiquette?
Basically, email etiquette is a set of rules that you use when you’re composing an email. You use these rules to make your email clear and professional. The rules can be different depending on who you’re sending an email to, but generally provide a great base to work from, no matter who you’re talking to.
Think of it a bit like sending a letter (old-fashioned, we know). If you just put a piece of paper in an envelope without saying who it’s for, who it’s from, or what it’s about, it’s probably going to be pretty confusing for the person who receives it (if it even makes it to the right person in the first place).
Why is email etiquette important?
Taking a few extra minutes to use good email etiquette makes it far more likely that people will respond positively to your emails. It shows that you’re professional and polite, and your email is less likely to cause misunderstandings.
Here’s an example of what not to do in your email:
If you received an email like this, how do you think you would respond? Would you be inclined to help this person, or more likely to ignore them?
And it might not seem like it while you’re at school, but your conduct online is very important. Lots of things that go on the internet are out there forever – and this includes your emails. Always think twice before you hit “send”.
Email etiquette tips
So what are some things you can do to make your emails more professional, and potentially causing offence to someone? We’ve gathered some of the top tips for you to keep in mind.
Make your subject line clear and concise
Depending on who you’re emailing, they might receive tens (or even hundreds) of emails to sift through every day. So the first thing they’re going to see is the subject line. If the subject line is confusing, vague, or non-existent they’re much more likely to scroll right past it, or worse – it’ll be sent to their spam folder and they might not see it at all.
Using the example above, from the employer’s point of view, what is this email about? What job are they talking about? Which store? Who was the applicant? This one is probably going to go to the bottom of the pile.
A good subject line lets the recipient know exactly what the email is going to be about even before they’ve even opened it.
Use proper greetings
Even if you know the person you’re emailing, it’s best to be as professional as possible in your emails. And this includes the way you greet them. While you might say “hey” or “what’s up” to them in person, it’s not the best look in an email. Even worse, jumping in with no greeting at all comes off as rude.
Some common greetings include “Hi” or “Hello”, or if you need to be a bit more formal, “Dear” or “Good morning/afternoon”.
Don’t forget to include the person’s name as well (if you know it) – it shows that extra level of attention to detail. And make sure you refer to the person you’re emailing correctly. You wouldn’t email your teacher and start with “Dear Jane”; “Dear Ms Doe” would be much more appropriate.
Politely sign-off
Similar to the above point, being professional and polite when finishing your emails is important too. Common ways you can sign-off an email include “Kind regards”, “Sincerely”, or even a simple “Thank you”.
Introduce yourself
This is especially important if you’re sending an email to someone you don’t know. But even if it is someone you know (like your teacher), it’s better to introduce yourself so they can quickly figure out who it’s from instead of having to read through to the end.
You can always start with your name (“My name is…”), and then some extra info about who you are that’s relevant to the person you’re emailing. For example, if you’re emailing a university lecturer, you might also include your student number. If you’re at work and emailing a client, you could include the name of your business so they know who’s contacting them. If you’re emailing about a job opportunity, mention that.
Proofread your message
Just like you would with your assignments, it’s important to double-check your emails before you send them off. Make sure there aren’t any spelling mistakes or issues with grammar. It’s also important to check the tone of your message to make sure it doesn’t come off as rude or aggressive, or too casual.
Taking the time to read your email out loud can also help you catch any mistakes you might have missed by skimming it.
Keep it simple
Nobody wants to be spending half of their day reading through pages and pages of emails. Keep the content relevant and as brief as possible while still being clear. If it’s something that you feel might need more explaining, you could try contacting the person by a different method, such as over the phone.
Include a signature
Similar to introducing yourself, having a signature at the bottom of your emails lets people know who you are. Not having any information about yourself can seem rude or even suspicious.
Include your name and (if it’s a work email) your position. It’s also good to put your contact information in there so people know the best way to contact you if they need to.
Check who you’re sending it to
There’s nothing more embarrassing than sending a message to the wrong person, especially if it includes information that’s private or personal. Make sure you always double-check the email of the person you’re sending to, as well as whether there are other people who need to be included (or not) in the email.
A good habit is to write your message before entering the person’s email address – this way you can’t accidentally send it too early either.
Final thoughts on email etiquette
Remember, the way you write your emails is a way of showing people who you are. If your message is disorganised and full of spelling mistakes, what do you think people will think about you? If it’s rude or aggressive, do you think the person on the other end will respond positively? Regardless of who we are or what we do, good communication is always an important skill to have.
Look back at the email example from above, then take a look at this alternative:
Much better!
If you want to know more about effective communication in the workplace, we have more resources you can check out here.