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Email Best Practices

August 26, 2013 Leave a comment
email etiquette

email etiquette

When dealing with email communication I am frequently stunned by the lack of professionalism that I encounter.  Many times I receive emails that have no salutation or sign-off and no capitalization, grammar or sentence structure.  If these habits continue when the sender enters the workforce he/she will find that it will have a significantly negative impact on his/her career prospects.

You will find that if you take the time to write accurate, concise, and respectful emails that you will be perceived in a better light and will likely receive more positive and helpful responses.

Secondly, if you develop a strategy for effectively managing the emails that you receive, you will waste much less time will be responsive, organized and less stressed.

Below are some tips for helping you ensure that you are creating a professional image and effectively managing your email:

  • When writing emails it is always best to err on the side of formality.  Professional emails should include accurate punctuation, capitalization, sentence structure, grammar and spelling. If you are not sure how to address someone, start with the most formal option eg. Dear Ms. Smith, then wait for the reply to determine how to address further correspondence.
  • For professional communication emoticons, abbreviations and slang acronyms like LOL are too informal.
  • Avoid the use of wallpaper or colourful fonts that are distracting and slow down the receiver’s ability to process the message.
  • When it comes to font type and size stick with the basic serif fonts, such as Times New Roman, or san serif, such as Arial, in the 10- to 11-point range.
  • Reread messages before sending.  This allows you to check the tone and content of the message from the reader’s perspective and enables you to catch mistyped words such as god instead of good that will not be caught by your spell checker. An articulate, concise and accurate email tells others that you are intelligent, professional and detail oriented.
  • Keep your inbox clean. Use electronic folders to archive messages that you may need to refer to in the future.  Keep the inbox for current items that you need to deal with.  This will help you feel organized and less overwhelmed and stressed.
  • Insert the receiver’s address last. This ensures that you do not accidentally send an incomplete email or forget an attachment. This is particularly important when dealing with a sensitive topic.  Better yet, if a topic is sensitive, don’t send an email go and talk directly to the person in order to avoid a misreading of your tone or intent.
  • Open an email once.  Don’t waste your time by reading an email and then leaving it to sit because you don’t feel like answering it only to have to return to the same email later.  Have a one touch policy, open it, answer it and then delete or file it.

For further tips on managing your email check out: Managing Your Email, Thinking Outside the Inbox by Christina Cavanagh.  http://www.christinacavanagh.com/book.htm

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