The flexibility of email correspondence has become essential in workplace communication. Email communication allows employees to communicate quickly and efficiently to schedule meetings, send files and information, discuss workflow processes and much more.
Although emails are one of the best tools we have in our professional tool boxes today, they are not without their flaws. One disadvantage of email communication is the potential of a misunderstanding.
When composing a professional email, it is important to remember these key factors:
- Ensure that you address the recipient professionally, either by first name or Mr./Mrs./Ms. Last name
- The subject line should include or relate to the topic of the email
- Be clear on your content in the body of the email
- Words like “please” and “thank you” are a great way to demonstrate courtesy.
- Check your email for typos, grammar errors and overall clarity before hitting send.
- If you are requesting information from the recipient, remember to be polite and acknowledge their time.
- If you are requesting a response from the recipient, be specific on whether they should respond via phone or email, and set a deadline.
- Close the email professionally with a simple “Thank you”, “Kind Regards”, or “Sincerely” before signing off
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Things to Avoid
- Avoid abbreviations, slang and profanity
- Do not use aggressive words or make demanding/threatening requests.
- Avoid writing in all capital letters – THE READER MAY THINK YOU ARE SHOUTING!
In today’s business world, professional email etiquette is a valuable and useful skill. When writing an email remember that –while incredibly popular—emails are different than other forms of communication like text messages or corporate instant messaging systems. As such, they have their own rules of etiquette that need to be followed in order to maintain clear, effective and professional communication.