With the evolution of World Wide Web, Internet has become one of the preferred modes of communication between people, and with every type of communication, there is a certain type of etiquette that is expected of people.
This becomes all the more important in the business world as it can easily determine the kind of relationship that you will hold with your superiors and clients. One faux pas can easily put you in the spot and affect your reputation.
Therefore, along with the social etiquette that is inculcated in us since our childhood days, we need to polish our skills a bit to be presentable with our emails.
Email Etiquette : A Few Tips
While writing the closing, make sure that you are using words such as 'Best Regards', 'Thank You' etc. It helps in conveying that you are polite and well-mannered.
Also, like everything else, emails have been put to a lot of abuse, like junk mails, spam and people more often than not check the subject to ascertain whether the mail is of any importance or not. So, do fill-in the subject of your email so that your mail is not being mistaken for junk or trash.
Also, if you take a look at your organization's policies carefully, you may come across a section claiming that 'your emails are not confidential and the organization reserves the right to check the contents, if deemed necessary'. So, before sending that 'naughty' email to your best pal in the office, remember, the big brother might be watching you!
Attachments should be kept to a bare minimum as they may take time to download, and take up a lot of space of the recipient's inbox. Try using an alternate like a fax, or if it is really important that the attachment be included in the email, do warn the recipient beforehand so that your mail does not clog his inbox.
Text messaging has invaded our vocabulary, but it is advisable to restrict the jargon to the text messaging domain only. Using gr8 instead of great and tc instead of take care may mean that your email can be deemed as unprofessional.
Usage of exclamatory marks should be minimised. What may seem funny to you may not be funny for your boss or someone else, for that matter, and he/she might end up taking this in a bad context.
Last but not the least, if you are a business owner, do conduct a training session so that every member of your organization understands its importance. It will not only help in improving the skills of your organization, but also help present your organization in the right way.
When we communicate verbally with someone, our tone, body language, gestures can make it easy for the other person to interpret us, but in case of written communication, the language that you use determines the manner in which you are interpreted. So, it becomes increasingly important that we get it right and follow the protocol to communicate effectively.