Email etiquette

Email is an electronic mail whereby a message is sent or distributed using a mean of electronic device from one person to another.

Email has become a common and a familiar method of communication for most people, be it for professional use or for personal use.  Nowadays, the practice is much easier, there are many supported devices to support writing an email which allow you to write an email from anywhere and anytime as long as there is a stable internet.  So, I often say to families, friends, colleagues ‘Stay Connected’ although we are apart in different locations and in different time zone.

I have written in my earlier article that an email does not carry emotion, so it is important to write an email appropriately in order to reach the recipient well and most importantly, be respectful.

Like any other types of communication and interaction, it is always good to understand the email etiquette which will give benefits such as, not only to provide clear message and good impression to the recipient, but also to build respect and enhance better communication skills.

So, here are some points related to email etiquette,

1. Be professional

Start with salutation, do use the proper salutation except if you really know the recipient.  With salutation, you can either use the recipient first name or last name depending on the email type. If this is the first email sent to the recipient, it is best to use the salutation with last name or with first and last name to look professional and show courtesy.

Be precise and comprehensive with the message and highlight some points if you would like the recipient to give more attention.  Use a proper language and sentences that is easy to interpret to avoid any misleading.

2. Email opening and closing

Besides salutation, provide a clear objective of your email as part of the opening.  By doing this, you will give a hint on your purposes from the initial message.

If there is an opening, then it must have a closing.  So, do not forget to end the email with closing sentences, such as,

• Thank you for your attention
• Thank you for your time and consideration
• Looking forward to meeting you soon
• Looking forward to receiving your reply soon
• Best regards
• Kind regards

3. Write a clear subject name

Provide a noticeable subject name related to your message objectives so it is easy to sort and pick up by the recipient.

When you plan to send a CV, then write your name and your position you wish to apply on the subject.  Some companies will have a certain format to follow in writing a subject name which can help them to organize the email.

4. To follow up as promised

When you write an email, sometimes, you will provide a timeline such as, when to reply, when to send some document, when to return with feedback, and other things.  Promising something is fine, but to follow up what it has been promised is the most important.

Follow up something as promised will not only apply to a professional email, but also to a casual email.  Just imagine if you promise something to your friends via email but no follow up afterwards, this will not only jeopardize your friendships but also reduce the level of trust.

5. Pay attention to grammar, spelling and punctuation

No matter what languages you will use, do pay attention to the grammar and spelling so that the message will be easy to read.  An email with many spelling errors will be perceived as not important, unprofessional and sound disrespectful.

Use only necessary punctuation to emphasize some points and to help the reader understand the message clearly.

6. Notify when an email is received

When you receive an email waiting for your response, do initially notify that the email has been well received and then, you can reply back later with the required information.

7. Priority email

To highlight your urgent email, you can write ÚRGENT’ in the subject name and also set the email as priority.  By doing this, the recipient will recognize the importance and urgency of the email to be immediately followed up and responded.

8. Font to use

There are many font types and font size to choose in writing an email.  Do select the simple and easy reading font type and appropriate font size for an email unless you want to include a drawing, a quote or something unique.

Choose a neutral font color, such as, black, dark grey, dark blue, except if you will highlight some messages and emphasize some sentences.

9. Check the size of the attachment

There is a maximum file size that you can sent in one email, therefore, you will need to ensure the attachment size prior to sending to avoid delivery failure.

It is not favorable to send a large size of attachment, both for the sender and the recipient.  Alternatively, you can use other application for sending big files or simply provide a link to your file in an email.

10. Email blast

Many industries use the method of email blast to disseminate an information or a type of promotion to reach large audiences.  It is suggestable to ask the permission to the intended recipient prior to sending email blast as some companies might have several restrictions on this which is resulted to store the email in spam or immediately removed.

Do not rush when you are writing an email to prevent making some error.  Having sufficient time when writing will also allow you to do some checking and proof-read before sending.

Happy writing.