Both personal and professional communication etiquette is indispensable. Moreover, although the purposes to communicate may vary, it is important to understand what we exactly want to communicate. The use of every language has its own rules according to the medium used. It is important to remember that writing things are not same as talking things. We need to abide by some rules in the professional environment while writing an email, a memo or a letter of employment, or while replying any email alert among which the email etiquettes keep the most important place.
Why do you need email etiquette rules?
Every corporate firm must implement the email etiquette rules for the following reasons:
Professionalism: If you use a proper email language, your company will certainly convey a professional image.
Efficiency: To-the point emails are always effective than other poorly worded emails.
Protection from liability: The awareness of your employees towards email risks can protect the company from costly lawsuits.
In the professional world, it is very important to take the rules of email etiquettes very seriously. Therefore, here I present 7 essential rules of etiquette to write a professional email.
1. Be specific
Emails offer a big advantage of being an immediate means of communication. While framing an email be specific and write a headline, which briefly summarizes the content of the email. For example, “Change meeting date”, “Claim order”, “Invoices to pay”, among others.
2. A proper greeting
This measures the level of respect for the person you are writing to. You can choose the type of greeting according to type of message you wish to send. Always start your message with a simple greeting. This always leaves a good impression on the recipient, particularly if it is business related.
3. Start with the title
Remember that email has its basic parts, which include title, salutation, body and signature. All parts are important, but what comes first is the name of the recipient and the title. Use the fewest possible words summarizing the content of the email.
4. Do not forward unnecessarily or attach unimportant files
Forwarding an email to one or more recipients is required only when it is important or requested to do so. Other concern is sending large attachments; this may annoy customers and even create a spam in their e-mail system. If important, try compressing the attachments and use a good virus scanner so that the recipients do not have to see the files full of viruses!
5. Respect copyrights
As far as possible, always seek to believe what is not yours. It is socially accepted that email is a personal communication system, and it is well known that any information sent by email is 100% private. A personal delivery can be converted to a string and there are severe penalties for distributing original material without proper copyrights.
6. Use punctuation and spelling rules
Do it with the necessary attention to the language in which you write. It is a symbol of respect for the person who receives your professional emails as well as vibes. Just in case that for technical reasons, you could not use the accent, do mention in the mail with a caption: “This email has been written without accents on purpose.”
7. The official signing
If you use a corporate email, it is important that you check the user manual of the company. It is important that such firms use corporate statement, where they must specify the security issues or levels of responsibility of the messages sent. Just as companies often specify, the identity manual should be followed when writing an email from your work account.