If you are like me, you receive a multitude of emails and need to respond to them. But how do you tame the onslaught of all those messages skillfully? The best thing to do is to keep these email etiquette communication tips handy – whether your emails are for personal or for business.
As revealed by Raver Rafting, Merlin Mann, the person who coined the term inbox zero, told Turk this invaluable advice: “Assume everyone you’re communicating with is smarter than you and cares more than you and is busier than you.”
It is not just you! According to Sage Advice, “a study found that 44% of respondents said that poorly organized meetings meant they didn’t have enough time to do the rest of their work, and 33% said unclear actions lead to confusion.” In addition, they also said that an estimated 306.4 billion emails were sent and received daily in 2020. Now, I call that definite email overload. It’s high time that you (and I) learn some email etiquette communication tips for better communication.
What Is Email Etiquette Communication
Email etiquette is the use of suitable language, protocols, and formality in an email. Business emails usually demand more formal language and strict adherence to proper grammar and spelling. Personal and family emails are more relaxed, and you do not have to adhere to the same structure that you do with business emails.
10 Email Etiquette Communication Tips
1. Choose your subject wisely. Try to make it clear and concise as opposed to using full sentences.
2. Another communication tip is to always use an appropriate greeting. If you’re sending an email to a close colleague, an informal ‘Hi’ will likely be sufficient. However, if you’re writing to someone you don’t know so well, then always add a formal salutation and an introduction.
3. Only use shorthand if you know your recipients. For example, if you’re writing to your own team about a project that you’ve been discussing, then you can write short emails with a list of bullet points or use team words that everyone will recognize.
4. Be cautious about using humor or popular expressions or terms across cultures. Remember, not every culture says things the same way. Even if they do, the meaning can be vastly different. It is better to keep your emails to the point and as clear as possible.
5. What is your goal? Do you need someone to do something? If so, when do you need it done? You can use bolding or italicizing if it will help.
6. Remember your audience. To clarify, are you writing a personal email? If yes, then it’s probably fine to use an emoji. If the email communication is for business, think twice before inserting one (or more).
7. Do not click on reply to all or CC everyone that may have been included in the original email. If you are like me, there is nothing I hate worse than receiving emails that I don’t need to see. Remember, your recipient’s time is valuable. And so is everyone else’s time that would be sent that email.
8. Reply to emails as quickly as you can. Your aim should be to reply within 24-48 hours. You can always send a quick note letting the person know that you are working on getting a more detailed reply to him or her within a day or two.
9. Consider who your email is going to be sent to. Never use inappropriate language in a work email. I wouldn’t even recommend you use it in a personal email. What if it ended up in the wrong hands? The reality is that your email will remain on the server long after you have deleted it.
10. Always spell-check. Watch your grammar and punctuation also. The Internet and Grammarly are just two resources you can use to make sure your email etiquette communication is up to par.
While I could have included this in my email etiquette communication tip number 10, I want to include it here as it is so important. Re-read what you have written. Is it clear? Are there any questions you may not have answered? Did you include any and all attachments that you needed to be sent?
Email etiquette is an especially important component of communication. But if it is learning how to manage your emails, let me introduce you to Megabite’s Personal Projects. We can give you the tools you need to reduce the number of emails in your inbox. Learn how to create and manage folders and subfolders, set up rules and filters, and more.
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This post was written by Megabite