Email has become an essential part of the daily life routine for almost every adult out there. However, once the internet became the primary source of learning, selling, and communication during the times of covid, emails became a more effective medium for approaches on the internet.
Now, corporate sectors run via emails, but schools and universities also depend on emails for an easy communication method. Unfortunately, even though most of us have learned about drafting an email in elementary schools, some unintentionally lack to follow the email etiquette rules.
Nevertheless, every process has a basic rule for it. This is why, just like any other physical action, email etiquettes also play an essential role in creating an image in front of others. Don’t know where to start from? In this article, you will find everything you want to know about email etiquette and rules.
What is Email Etiquette?
Email etiquettes are the appropriate ways of sending emails to your superiors, coworkers, and other important people related to your profession. In email etiquettes, one needs to use the correct form of language while maintaining proper formality. It also represents the principles and guidelines, including the correct spelling and grammar. However, it typically depends on who you are sending the mail to.
Why is Email Etiquette Important?
Let’s be honest email etiquette simply plays a significant role in representing and establishing your professionalism in the eyes of strangers, employees, and seniors. But, more importantly, it delivers the correct message instead of creating confusion over complicated sentences. Thus, it increases the clarity of your message and makes it error-free. Not just that, email etiquette brings efficiency to your ideas and conveys your personality to others prominently.
Important Email Etiquette Rules
The following are the 10 proper email etiquette rules you must follow before sending an email:
Use Professional Salutation
Whether you’re drafting an email to your old friend, or stranger you probably won’t meet again, using professional salutations like dear, Mr, Mrs, plays an important role in portraying your professionalism during work.
Think Twice Before You Start to Type
Before you pen down your words in the email box, think about the best possible ways of conveying your message to the receiver. It is one of the basic rules of email etiquette. Your message doesn’t need to be very short or very long; what matters is the consistency of your words.
If you are sending an email to a person for the first time, it is important to start with a self-introduction line that gives brief information about the sender to the receiver. It is important in the field of work as well as in schools and universities.
Create an Email id With Your Name
Most of us indeed began with using funky names for our email addresses, but when it comes to mailing people from other industries, including workplaces and schools, using funny email addresses is probably not a good idea for your image.
Use Correct Subject Lines
Nevertheless, subject lines also play a huge role in email etiquette rules in the workplace. It works as a message preview which allows the receiver to open the mail according to their priority.
Read Your Message Before Clicking on the Send Button
Human beings are bound to make mistakes. However, it also requires a revisit to find the error. Reading your message will help you find grammatical errors, spelling mistakes, or typos. On the brighter side, it can also help you replace sentences with better ones.
Use the “Reply all” Only When it is Necessary
When you click on the “reply all” feature, it means the sender’s people who were added in the mail will also receive your message. It is one of the important office email etiquette rules that one must follow. So, if your motive is to only reply to the sender, click on “reply.”
Use Correct Pronouns and Genders
Making mistakes in mentioning the names and genders can offend someone’s identification. Therefore, be extra sure before using pronouns and gather the proper spelling of the receiver’s name. It is one of the most important email etiquette rules one must follow.
Use BCC for Privacy
BCC for blind carbon copy means the sender can add other email addresses in this area without disclosing the recipients to the actual receiver.
Do not Write Anything and Everything
The internet is a place where everything stays forever. Sometimes it may be some of your best memories, while the others can create a regrettable present and the future for your profession. Therefore, write complete sentences and use the correct words. For example, use “Thank you” instead of “thnx.” It is also essential to use gentle and understanding words, even when your head is boiling under pressure.
The Bottom Line
The only common thing between emails and other social networks is the medium- the internet. Otherwise, email is the base where you write speaks about your personality, professionalism, and attitude towards the world. This is why it is always crucial for you to follow the correct email etiquette rules before clicking on the “send” button.