Email Etiquette : Professional Writing

Email Writing

Email Etiquette

The rules which indicate the “correct” way to behave in a certain time and place.

Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial that you follow the basic rules of etiquette to construct an appropriate tone.

10 Golden Rules

  1. Always include a suitable subject line
  2. Add all relevant stakeholder’s name as recipients
  3. Use the recipient’s name in the greeting
  4. Do not write in ALL CAPITALS; Use caps when appropriate
  5. Try to keep the email brief (one screen length)
  6. Do not use email to discuss confidential information
  7. Take care with abbreviations and emoticons
  8. Use a font that has a professional or neutral
  9. Check for punctuation, spelling, and grammatical errors look.
  10. Do not Forward unnecessary/unrelated Emails
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Check out Video on 6 Modules of Email Etiquette

Handling Flaming in Emails

Flaming is virtual term for venting, posting or sending offensive messages over the Internet. 

Flaming happens when we’re frustrated/intimidated/angry/out-of-control about something and want the recipient to know how nonsense we think they are.

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Avoid flaming :

  • There are times when you need to take your discussion out of the virtual world and make a phone call.
  • If things become very heated, a lot of misunderstanding occurs, or when you are delivering very delicate news then the best way is still face-to face.
  • On the other hand, silence is sometimes the best “last word” of all.

Effective Email Subject Line

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The subject line is one of the first things a recipient will see, so it’s essential that it stands out and catches attention.

The first section that will engage your audience is the subject line. Typically, the subject line is often left until the last minute and doesn’t have a lot of thought put into it.

Golden rules :

vRule no 1 # : Simple is always better :

  • Usage of Mobiles
  • Accurately reflects the content of the email
  • Glanceable : Get the gist in a short scan of your inbox

vRule no 2 # : Using logical keywords :

  • Easy to search in an email client
  • Easy to filter
  • For immediate actions, it is logical to ask them for it in the subject line so they know that their attention is needed right away.

Formal Vs Casual Email

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A formal email is typically sent to someone you don’t know well or to someone who’s in authority.

A casual email usually goes to a person you know well—often it’s someone you’re on good terms with such as a friend or family member.

Few Interesting facts:

  • A formal email has a very defined structure, with a definite salutation (the opening part of the email), signature section, opening sentence, and body.
  • Avoid using abbreviations, contractions, slang, emoticons, and other informal terminology.
  • An informal email may not even use complete sentences or proper grammar, but a formal email always does.
  • Avoid novelty fonts like Comic Sans, font may not be supported by some email platforms.
  • Before you press that Send button, review your email carefully. Look for: Spelling errors; Mistakes in a name; Typos; Grammatical errors

P.S. – Postscript

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The  postscriptabbreviated to  P.S., may be a sentence or a paragraph added after the main body and signature of a letter. What usually works best is emphasizing the main selling point one more time, but from a different angle

  • Reasons behind adding the Postscript :
  • Afterthoughts : Added when we remember something right before sending a letter and don’t want to wait to include it in a future communication.
  • Adding a Personal Touch : A postscript can also be included to add a more informal touch to a formal communication
  • Push your Point of View: Throughout your email, you’ve been doing your best to get them to take action. Your P.S. is often your last chance. Make it count
  • Attracting attention : Make your P.S. visually appealing so they would hook readers and meet their eyes at once. Use a bold text, write it with a different font or color, format it like a separate information box.

Writing Email Signatures

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Email signature is more than just your name and title. It’s also a part of your personal branding.

professional email signatures make a statement about you and your business. They’re as much a part of your branding as a business card

Keep In Mind :

  1. Keep It Simple : Too much information can distract the reader
  2. Be Colorful : one or two colors can attract readers but don’t use too many colors.
  3. A black and white signature :  When creating nice email signatures, the key is in the design and font usage
  4. Online template builders : Many options are available to get the professional look.

The rules which indicate the “correct” way to behave in a certain time and place.

Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial that you follow the basic rules of etiquette to construct an appropriate tone.

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