Email Etiquette

Tips for Professional Email

According to The UCLA Internet Report 2001, of the 72.3 percent of Americans who use the Internet, 87.9 percent use email. Many use it for business communications, which is why this article on email etiquette. While a lot of people understand the importance of following certain rules when writing a business letter, they often forget these rules when composing an email message. Just in case you've forgotten, let me refresh your memory.

• Mind Your Manners: Think of the basic rules you learned growing up, like saying please and thank you. Address people you don't know as Mr., Mrs., or Dr. only address someone by first name if they imply its okay to do so.
• Watch Your Tone: Merriam-Webster defines tone as an "accent or inflection expressive of a mood or emotion." It is very difficult to express tone in writing. You want to come across as respectful, friendly, and approachable. You don't want to sound curt or demanding.
• Be Concise: Get to the point of your email as quickly as possible, but don't leave out important details that will help your recipient answer your query. Use bullet points wherever required.
• Be Professional: This means, stay away from abbreviations and don't use emoticons (those little smiley faces). Don't use a cute or suggestive email address for business communications.
• Use Correct Spelling and Proper Grammar: Use a dictionary or a spell checker — whichever works better for you. While you can write in a conversational tone (contractions are okay), pay attention to basic rules of grammar. If you are using Outlook for sending email, then enable automatic spell check before sending of messages. (How to do it? Open Outlook (This applies to Outlook 2003 but may be applicable for others too), Goto Menu Tools > Options. Access Tab page Spelling. Check the box against “Always check spelling before sending”)
• Ask Before You Send an Attachment: Because of computer viruses, many people won't open attachments unless they know the sender. Even that can be a mistake because many viruses come disguised in email messages from someone you know. Before sending an attachment, ask the recipient if you may do so.
• Wait to Fill in the "TO" Email Address: Career Planning Site visitor Larry Batchelor says, "I never fill in the 'TO' email address until I am completely through proofing my email and I am sure that it is exactly the way that I want it. This will keep you from accidentally sending an email prematurely. In the past, I have accidentally clicked on the send icon, when I really meant to click on the attachment icon."
• Subject: Never forget to leave the subject field blank. As a rule make sure what you are going to type in your email and draft your subject first. The subject should not be small word like “Hi” or “Hello”. Always try to get your subject perfect.