Tips on office email etiquette

At work, we send many emails every day and people tend to just open a new email, quickly type a message or response and then hit send without putting much thought into it but you should.

Every time you send an email, it’s a representation of you. You don’t want to be remembered as ‘that guy’ who makes people roll their eyes when an email notification from them pops up.

So next time, before you hit that ‘send’ or ‘reply’ button, consider these emails etiquette tips.

Include an email signature

Your contact information should always be easy to find and contain all relevant information.

Your signature should have no spelling mistakes, contain your name, phone number, company name, job title and any important website links.

Respond in a timely manner

We’re not saying you need to reply instantly and at all hours of the day. But you should reply within 24 hours of receiving an email. If you need more time, send a reply saying you received the email and are looking into the matter. This lets the sender know their request didn’t fall into the mythical ‘inbox black hole.’

Use an appropriate subject line

Make it easy for the recipient to scan their inbox and know exactly what the email contains. Keep it simple and to the point. A good subject line is just as important as the content of your email.

Write concisely

Only include relevant information in the email. Sending an email with too much information could cause the receiver to ignore your email or send an inadequate response, delaying your task.

Be mindful of reply all

Nothing is worse than getting stuck in an email thread that has 35 ‘ok’ responses. You don’t need to ‘reply all’ for a response that doesn’t concern everyone.  Only ‘reply all’ when everyone on the thread needs to know the response, otherwise be sure to reply only to the sender.

Check for spelling and grammar mistakes

Emails should be carefully checked for grammatical or spelling errors, it is careless to send a business email with these types of errors and looks unprofessional.

Avoid slang or abbreviations

Type out the full word. A professional email should not contain LOL and no one wants to “have a GR8 day.”

Do not include confidential information

You can’t risk the email being forwarded or sent to the wrong person, which could have legal ramifications.

Follow these tips and your coworkers and business associates will actually look forward to receiving your emails. Well, almost as much as the guy who sends those awesome cat memes.

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This post was written by Alyssa Jacobs, Marketing & Social Media Manager at Red Executive

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