Business Basics: A look at email etiquette

I have placed great value in the professional advice I’ve received from my parents. Of the many insights I’ve gained, the importance of professional courtesy is probably the lesson I deem most significant to a successful work life. Part of being respectful to colleagues and business connections is always paying close attention to your many digital interactions. Along with messages sent through social media, emails are a constant means of communicating both to individuals across the room and around the world. Although it may seem obvious to some, sending professional and well written emails are essential to maintaining positive rapport. Let’s go back to the basics and review the steps for maintaining your email etiquette.

Subjects matter: We are all inundated with emails on a daily basis both in our work and personal lives. Therefore, it is vital that you remember to start your message with a subject that will grab the recipient’s attention. Simply saying “good morning” will not do the trick, just as subjects that are too long will also be overlooked. Make them catchy and brief but make sure they communicate quickly what is included in the rest of the message.

Format wisely: I have found that even if I am sending a short message to a colleague or work associate, it makes a big difference if the formatting is correct and clean. Put thought into how you want to come across as an employee; messages that are messy or unorganized are a reflection of your work style. Therefore, whether you are messaging your supervisor, a peer, or a lower level employee, format your email wisely or else the recipient may stop reading it altogether.

Watch your tone: Sometimes our true intentions can get lost when we are communicating through a digital channel as opposed to face-to-face. For this reason, it is critical that emphasis is placed on a pleasant and positive tone. Start messages with a nice greeting and compose the message as though you were actually speaking directly to the person. We can unintentionally come across as short in our messages so make sure to pay close attention to how the tone will be taken.

Proofread please: Once an email is sent, it cannot be taken back. So, before you hit “send,” read through the entire message carefully. As stated above, how your email comes across is a direct reflection of you as an employee so even small grammatical errors can make you look incompetent. There is nothing worse than the feeling of rereading something after it’s sent and realizing it included errors. Do yourself a favor and give your emails another look before sending them off so you can feel confident they will be opened, read, and reciprocated.