Email Etiquette 101

I receive scores of email every single day and I’m sure you do too. I can easily spend two to four hours a day on checking and answering emails and I know I’m not alone. That’s why I’m continually surprised at the lack of etiquette people have on email. I’m not talking about spelling and grammatical errors alone, I’m talking about tone, manners and professionalism. So, I decided to put together a short list of email etiquette tips – they’re things we all know, but who doesn’t need a reminder every once in a while?

1. Keep messages brief. People tend to scan their email rather than thoroughly read it word by word.  Be brief and to the point in your writing, sticking to one subject if possible. If you do need to discuss multiple issues, format them in a list.
2. Keep messages clear. Don’t just assume people know what you’re talking about or what you want them to do. If you’re looping someone in for the first time, summarize the project or conversation, then communicate your “action steps” up front, so the most important information doesn’t get lost.  If there are no action steps but you want to keep them up to date, a simply “FYI” will suffice.
3. Use the subject line wisely. The purpose of a subject line is to tell the reader what the email is about, indicating the content and purpose of the email. Try to keep things organized and easily understood by creating a direct and informative subject line and if possible, separate out different subjects into different emails.
4. Sign it. It’s common courtesy to have a signature for people receiving your email message. Keep it short and simple and avoid crazy colors or fonts.
5. STOP YELLING! Using all caps is the equivalent of shouting at someone through the internet. Yes, it emphasizes your point – in a bad way. If you feel like you need to draw attention to a point, try using italics or bold.
6. Don’t use that tone with me. It’s very difficult to read someone’s tone of voice in an email, and even more difficult to see if they are smiling or not. Your email should come across as respectful, approachable and friendly – and it’s all about the words you choose, how you format them and the punctuation you use. If you’re unsure about the tone your email conveys, try reading your email out loud to yourself. You might be surprised at how curt or terse you sound – especially to those that don’t know you.
7. Re-read your email before you send. It takes only a few minutes and can save your reputation. I have a habit of dropping words and re-reading allows me to catch those mistakes. Sometimes your first try at an email is confusing and it needs reformatting or maybe something you said came off a little too snarky. No matter what, I almost guarantee you’ll find a spelling or grammatical error every time you read through your email.

I’m not sure if people get lazy on email, if they assume their readers will just “get it,” or if it truly doesn’t matter to them. Regardless of the reason, you’re emails reflect you, so spend the extra five minutes to catch your mistakes and make them great.

What tips would you add?

The post Email Etiquette 101 appeared first on Risdall Public Relations.