Email is the most common and convenient way to communicate in the business world, to colleagues, employers, employees, professors and others who require formal communication. The smallest mistake can make a negative impression. People are not being careful on how they are formatting their emails before sending it to the recipients. Most emails written in a professional area are written as if they were a casual email to a friend. Most people in the working industry are nice people, but they usually have many things in their minds that a vague email is not helping them at all.
Always fill in the subject line with a topic that means something to your reader. Do not be vague on what the subject is. For example if you have a deadline for something write the subject as "Deadline for Applications"
Never start a message with a vague "This." ("This needs to be done by 5:00.") Because most of us have to read dozens of e-mails a day, specify which "this" you're talking about.
The first paragraph should be about who you are and why you are sending the email. The second paragraph should contain the solutions or desired follow through of the situation.
Don't use ALL CAPITALS (no shouting!). or all lower-case letters either
Avoid email abbreviations and chat room acronyms: you may know all the abbreviations there are but the reader may not. Try to avoid using abbreviations.
Be brief and polite. If your message runs longer than two or three short paragraphs, consider reducing the message, or providing an attachment. If you include any attachments, mention them in the email so that the receiver does not get suspicious. Also, appropriately name the attachments so that the receiver knows what they are just by looking at the name.
Provide a closing statement. Thanking the receiver for their time. Courtesy is always important, no matter how short the email really is. Include a follow up statement such as, "I will contact you again with further information," or "I look forward to hearing your ideas."
Add a signature block with appropriate contact information. In most cases, this means your name, business address, and phone number, along with a legal disclaimer if required by your company. Do not clutter the signature block with a clever quotation and artwork. That is not needed.
Edit and proofread before hitting "send." Do not let your emails be sloppy and have simple mistakes in it. Proofread, proofread, proofread.
Finally, reply promptly to serious messages. If you need more than 24 hours to collect information or make a decision, send a brief response explaining the delay.
Companies need to implement email etiquette for the following reasons:
Professionalism- Language used in an email makes the company look more professional
Efficacy-Email that go to the point are better then those that are long and are wary
Protection from liability-Emails can be used to sue the company or the person who sends them being aware can help prevent that.
Etiquette rules:
1. Must be concise and to the point
2. Answer all questions, and pre-empt further questions 3. Use proper spelling, grammar and punctuation 4. Make it personal 5. Template answers for frequently used responses 6. Do not attach unnecessary files 7. Proper structure and layout 8. Do not write in CAPITALS 9.Add disclaimers to your emails 10. Read the email before you send it 11.Careful with Reply to All Button 12. Take care with abbreviations and emoticons 13. Careful with rich text and HTML messages 14. Do not forward chain letters 15. Do not copy a message or attachment without permission 16. Do not use email to discuss confidential information 17. Use a meaningful subject 16. Avoid using URGENT and IMPORTANT 17. Avoid long sentences 18. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks 19. Keep your language gender neutral 20. Don't reply to spam
