Office Alert: Email-etiquette rules for every professional!

Here are few email -etiquette rules that everyone should know

Once again we are back with another article that will exclusively guide you about some unstated office rules. Here are few email -etiquette rules that everyone should know. If you are a fresher, and still exploring the office environment then you must go through this.

Unspoken office Rules
Unspoken office Rules

Related : ‘Unspoken’ Rules Of Workplace: Are You Aware Of Them?

Stop observing your seniors just make yourself learn about some unstated office rules that nobody will tell you.

So, today we have come up with Email – etiquette rules for every professional. No worries guys, if you are fresher then it’s the best time to learn these unspoken rules. Every office work involves exchanging of emails even US employees spend, on average, about a quarter of the workweek combing through hundreds of emails.

Well, the majority of professionals still don’t know how to use email appropriately. Just because of the large volume of messages we are reading and writing, we may be more prone to making embarrassing errors, and those mistakes can have serious consequences.

So, here are some email – etiquette rules for you. Just go through this and make yourself a perfect professional!

1. Always include direct and short subject line

This is a basic rule guys, always try to keep your subject line cut and short. Don’t make it lengthy. Make it small but not meaningless. Examples of a good subject line include “Meeting date changed,” “Quick question about your presentation,” or “Suggestions for the proposal.” This is very true that People often decide whether to open an email based on the subject line.

2. Try to use professional email address

For the office related work, always try to use professional email address rather then your personal one. If you work for a company, you should use your company email address. But if you send mails from your personal account then always be careful. You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email. Never use email addresses (perhaps remnants of your grade-school days) that are not appropriate for use in the workplace, such as “babygirl@…” or “beerlover@…” – no matter how much you love a cold brew. You are grown up now, get over from these kiddish things.

3. Include signature block
Thus can be useful, try to use signature block

Provide your reader with some information about you. Generally, this would include your full name, title, the company name, and your contact information, including a phone number. You can publicise yourself but remember it doesn’t goes too much.
Use the same font, type size, and color as the rest of the email.

4. Don’t forget to use professional salutations
This is the another important rule. Always use professional salutations

Don’t use , colloquial expressions like, “Hey you guys,” “Yo,” or “Hi folks.The relaxed nature of our writings should not affect the salutation in an email. ‘Hey’ is a very informal salutation and generally it should not be used in the workplace. And Yo is not okay either. Instead of this you can use Hi or Hello. Apart from this, avoid using short forms.

5. Leave humour out of mails

Keep this in your mind never use humour in your professional mails. In a professional exchange, it’s better to leave humor out of emails unless you know the recipient well. Also, something that you think is funny might not be funny to someone else. Try to be formal, after all you are working for a organisation.

You should know unspoken rules
You should know unspoken rules

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6. Be sensitive to different cultures

Millions of culture exits in this world. Miscommunication can easily occur because of huge cultural differences, especially in the writing form when we can not see one another’s body language. Tailor your message to the receiver’s cultural background or how well you know them. Before sending mail to a person who belongs to different culture try to know their cultural backgrounds.

7. Give response to mails

It’s difficult but not impossible. You should try to reply all the mails. A reply isn’t necessary but serves as good email etiquette, especially if this person works in the same company or industry as you.

8. Proofread every message

Always remember your mistakes won’t go unnoticed by the recipients of your email. Please don’t rely only on spell-check. Read and reread your email a few times, preferably aloud, before sending it off.

9. Recheck that you have selected the correct recipient

You might be in a hurry to send a mail, but always double check that you are sending it to a right person. It is easy to select the wrong name, which can be embarrassing to you and to the person who receives the email by mistake.

10. Keep your fonts classic

For the official mails, keep your fonts, colors, and sizes classic.

Heart core rule: Write your email in easy and comprehensive language so that person can read it with ease.

What should be a ideal length of a professional mail?

Well, this question is much debated. But according to vary researches, emails between 50 and 125 words had the best response rates at just above 50%. People generally give response to short and direct mails. Nobody would be interested in reading long mails. So, always write short and direct mails.

If your mail is regarding asking something then always try to keep less questions. People are more comfortable in giving response to less questions.

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Radhika Srivastava

She loves to express her feelings via her write -ups! She is a young passionate writer who brings unusual ideas to explore the world.
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