Writing mails like professionals
Every professional tend to make some mistakes even if it’s about sending mails. Surely, no one would want to make such embarrassing errors and face serious consequences.
Career coach Barbara Patcher says there are masses of professionals who still don’t know how to use Gmail properly.
In fact, the sideling amount of email exchange makes us vulnerable to make mistakes.
Patcher outlines the basis of modern email etiquette in her book, ” the essentials of business etiquette”. We bring out some crucial rules you need to know. Here we give the information about 15 mail etiquette rules every professional should known.
Most 15 email etiquette rules every professional should known:
1) Include a direct and clear subject line
- People usually open or ignores a mail on the basis of its subject line. Patcher says, choose one that lets reader know you are addressing their concerns or business issues.
- Examples of good subject line includes, ” meeting date postponed”, ‘‘quick alteration on today’s presentation or, ‘‘suggestion for proposal”.
2) Use a professional email address
- If working for a company, you should use your company email address. But if you’re self employed, you should think twice before choosing that email address, Patcher says.
- The address should clarify your name so that receiver knows who actually sent the email. Don’t even think about choosing a funky (as in high school days) addresses that won’t have much of an impression oat workplace, such as, ”ssweetboy34@…”, or ”vodka lover@.. .’’–no matter how much you love a vodkas shot.
3) Beware of hitting’ ‘reply all’’
- Nobody wants to read email from people who have nothing not do with them. Neglecting these mails can be hell of a job, especially with all those notifications and pop ups on their devices. Abstain from hitting ” reply all”untill you’re that anyone on the list should receive the email, Patcher says.
4) Get a signature block
- Let your recipient get so some info about you, Patcher suggests. Normally this would state your full name, title, firm name and contact info along with phone number. You can surely add some advertisements but don’t go too much with any artwork.
- Use the same font, type size and color as of the rest, she says.
5) Don’t play cool with salutations
- ‘‘The relaxed nature of our writing shouldn’t affect the salutations in an email, she suggests. Don’t go with chatty expressions like, ‘‘hey fells”, or ” hi folks”. Hey is very informal and generally it shouldn’t be used in workplace. Yo is not okay either. Instead, Hi or hello should do the job.
- She also advises against shortening anyone’s name, say, ” Hi Jordan” unless you’re sure that he prefers to be called ” Jo”.
6) Don’t overdo the exclamatory signs!!!
- ”Use exclamations only to convey your excitement”, Patcher says.
- People sometimes are flown away and eventually put an unnecessary amount of exclamations points. For a professional, it appears to be too immature. She writes, ”Exclamation points should be used sparingly in writing.”
7) Be careful with humor
- Recipient may not always get your humorous lines in mails either your facial expressions. In professional exchange, it’s better to stay out of humor.
- Also, something funny to you might not be a fun line for your reader.
- Patcher says, ” something personal as funny when spoken may come across very differently when written.
- When in doubt, leave it out. ”
8) Recipient’s cultural background matters
- Miscommunication can easily take place due to cultural differences especially in texts, where each other’s body language is unseen.
- Mould your messages according to recipient’s cultural comfort.
- A thing to keep in mind, Patcher says is that, ‘‘high context cultures (Japanese, Arab or China) want to know you well before doing business with you. So it may be usual for them to get personal in their writings. On the other hand, low context cultures, (German or American) prefer to get to the point very quickly.
9) Reply every email, even if it wasn’t for you
- This might be a difficult job to reply all your emails but you should try to, Patcher says.
- It includes when email was accidently sent to you, in case the sender is still waiting for your reply. A reply isn’t always necessary but seems like good email etiquette, mostly if the sender is from the same company.
- Here’s an example reply, ” I understand that you’re busy but this email wasn’t meant for me and that it should be sent to the right person.”
10) Check for errors before hitting ”SEND”
- As a professional you’d never want your recipient to notice your writing mistakes, and surely don’t want to get judged on aforesaid basis.
- Patcher says; don’t rely on some apps so to check your spellings. Read out your email a few times before hitting that send button.
- One supervisor intended to write ‘‘sorry for the inconvenience” but ended up writing ” sorry for the incontinence”, due to some spell checker.
11) Attach the email address at the end
- You don’t wana send an incomplete mail accidently before proofreading it carefully.
- Patcher says,, ” even if you’re replying to a mail, it’s safe to delete the recipient’s address and insert it only when you are sure that the message is ready to be sent.
12) Check your recipient again
- Patcher says to pay extra attention while selecting a name from your address book on the email’s ”TO” line. The probability is quite high that you will select the wrong name.
- This will give you a comfortable situation, also to the person you’ve sent it to.
13) Let your fonts remain classic
- Purple comic sans has a time and place, but for professional stuffs, keep your fonts, size and color classic.
- The golden rule- People should easily be able to read your mails.
- You should go for 10- or 12-point type and an easy looking font such as ‘Arial’ or ‘Calibri’, Patcher advises.
- Black is always the best option for color.
14) Check your tone
- As earlier discussed, jokes in texts might not be understood by the recipient without facial expressions, likewise it’s easy for your mail to seem more abrupt than you actually meant. Such as they read angry and curt where you meant straightforward.
- To avoid such mishaps, patcher suggests reading your messages out loud before hitting send.
- To begin with avoid usage of negative words and always say ‘please’ or ‘thank you.’
15) Nothing is Confidential or secret, so write that way
- CIA chief General David Petraeus warns Patcher; ” Every electronic message leaves a trail”.
- A basic thing to keep in mind is that others will see your messages so avoid writing anything about which you’ll regret later. Email needs just one single click to forward.
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