“The number of worldwide email users will reach 3.7 billion in 2017 and will be over 4.1 billion by the end of 2021”. – Email Statistics Report 2017-2021, The Radicati Group.
This translates to approximately half of the world’s population using email in 2017.
The email, as a formal business communication mechanism, is finding an increased usage regardless of the rise of many other modes of interpersonal communication – social networking, chats, instant messaging, etc.
Despite this growing use of emails, plenty of professionals still don’t know how to use email appropriately and correctly, aptly remarks Barbara Pachter, the etiquette and business communications expert.
She says that many make quite embarrassing errors and mistakes while writing and reading a volume of messages, that can have serious consequences.
“Freedom without rules doesn’t work. And communities do not work unless they are regulated by etiquette”. – Judith Martin.
But etiquettes are not the governing laws, they are the principles that help us present ourselves in a socially acceptable, pleasant and correct manner. The same thing applies for the business email etiquette rules also.
What is corporate email etiquette?
All the words that we write – from reports and proposals to the letters and emails, convey not only information, but also reflect competency level and character.
Emails being the most important part of both personal and professional communication, need to be handled with more care. So, while writing emails especially for business communication, professionals should follow some business email etiquettes – the rules that one is expected to follow when writing or answering email messages to avoid serious breaches of manners, miscommunication and confusion, that can seriously harm a professional’s career.
Good corporate email etiquettes that can make a professional’s career:
- Use of proper email language portrays your and your brand’s professional image.
- Emails that get to the point are much more effective than carelessly worded emails.
That’s why we have listed some essential email etiquette tips for better business communication that a professional should know.
1. Make a clear subject line that increases your email open rates.
Everyday hundreds of emails clog an inbox and this makes it difficult for a person to check each e-mail. So, it doesn’t matter how much time you invest in perfecting your email copy, placing right call to action, if that email remains unopened.
People often decide whether to open an email or not depending upon the subject line.
“33% of email recipients open email based on subject line alone.”
“69% of email recipients report email as Spam based solely on the subject line”.
Choose that subject line which helps readers know that you are either addressing their concerns or business issues or sending any proposal or scheduling a meeting or making a suggestion.
2. Always use a professional email address.
Professionals should communicate professionally. You should always use a business email address that conveys your business name. This will not only add credibility to your e-mail but also enhance your brand value.
Also, your professional email hosting provider enables you to recover your deleted trash mails, installed backups as per the SLA- thus helping you to manage workloads.
For anywhere anytime access and resiliency, use cloud business email.
3. Be careful while hitting “Reply All” and “To” button.
Be careful while dispatching a message to a broad group of recipients. Do not hit “reply all” unless you think everyone on the list should receive the email.
No one wants to read mails from dozens of people that pose no relevance to them and moreover deleting such mails is boring and mostly frustrating.
Also, sometimes people make a mistake of sending off sensitive or private information to unintended recipients. So, be judicious in deciding who should receive your messages.
4. Use Instant Messages (IMs) instead of mails for brief messages.
When you want to send a colleague a brief and instant message, you should avoid using emails as the means of communication. You must use instant messaging tool Skype for Business for quick in-office conversations. This will help you cut down inbox clutter and separate your email from laid- back conversations.
Need to pass detailed info to someone on your team? Easily save & email your entire Skype for Business IM conversation with these 3 steps. pic.twitter.com/FaVuUsVCYa
— Skype for Business (@SkypeBusiness) May 31, 2017
5. Proof read your emails for grammar, fonts and spellings.
Every email that you send has the potential to add to or detract your reputation. Sending emails with grammatical errors and wrong spellings is the biggest mistake a professional can do.
According to HubSpot survey nearly 80% of all respondents find spelling and grammatical errors the most unacceptable offenses and nearly 70% of respondents prefer fonts to be one size.
Barbara Pachter narrates one hilarious incident of spelling mistake – “One supervisor intended to write “Sorry for the inconvenience”, but he ended up writing “Sorry for the incontinence”.
So, proofread your emails before sending them finally as your mistakes do not go unnoticed by the recipients.
Some quick workplace email etiquette tips:
- Do not forget to consider the tone of your messages. Avoid irony, sarcasm and satire in workplace e-mail messages.
- Reply to all your emails.
- Leave humor outside your emails.
- Don’t use colloquial expressions like, “Hey, you guys,” “Yo,” or “Hi folks”. Use professional salutations.
- Give a distinctive look to your email messages with Office 365. Create customized email formats and include impactful images with its help. Also, send messages up to 150 MB and hold messages with the 50 GB storage per user.
It might take some time to make your emails look professional but with practice and tips mentioned above you will surely make it!