Professionally-written Or Emoji-laden? What Do Your Office Emails Say About You?

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Regarding professional email communication, the importance of using the correct email etiquette cannot be underestimated.

Emailing is one of the most common forms of communication used in offices today, with the average worker spending around a quarter of their day engaging in email correspondence.

However, many employers and employees tend to ignore the rules for writing, grammar and polite communication when emailing, perhaps because it seems like a shortcut form of correspondence. Emojis, acronyms and abbreviations can get the point across, but is it a professional way to communicate?

Email etiquette is essential for businesses. The way a business composes its emails is primarily a reflection of its professionalism and personality.

Basic spelling and grammatical errors, accidentally miscommunicating a message’s true meaning, or even coming off as being too casual or unprofessional can negatively impact this reflection, which can be detrimental to a business’s relationships and future interactions.

Despite this, it can be quite easy for simple mistakes to slip into an email exchange as many workers may respond to emails as quickly as possible so they can resume working on more important tasks.

This can be easily avoided by spending a little more time on incorporating simple yet effective email etiquette rules into emailing activity.

Email is as important as any other form of communication, so certain guidelines must be followed especially when communicating with someone where a more formal, polite tone is required.

  • Ensure emails include a courteous greeting and closing, as this will help make the email seem less demanding or terse. A friendly greeting and closing are crucial for a business who is interacting with a new customer for the first time, as it is important to make a good first impression.
  • Make sure the receiver is addressed with the appropriate level of formality and that their name is spelt correctly.
  • Emails with mistakes are not taken as seriously as those with no errors. Errors have the potential to make a business look incompetent and unprofessional, so make sure an email undergoes a quick proofread or spell check at the very least before sending.
  • Have a go at reading an email out loud to make sure the correct tone is being conveyed. Including words like ‘please’ and ‘thank you’ can go a long way when requesting something from customers, so don’t forget to include them.
  • Make sure all the necessary information has been included. A request or point of view must be conveyed correctly, as generalities can result in confusion or pointless emailing back and forth.
  • However, emails should be kept brief and go straight to the point. Long conversations take too long to read and can be saved for the telephone.
  • Just like spelling and grammar, proper sentence structure is very important.
  • Complete sentences should always be used, with the appropriate punctuation and capitalisation. Use multiple exclamation or question marks sparingly, as they might be perceived as rude or condescending.

Overall, businesses should remember that email exchange is very similar to a face-to-face conversation. All the aspects considered when wanting to make a good impression during a formal exchange should also be considered when composing an email.

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