Emails are an integral part of any work environment to share updates, initiate a project, communicate with the client, and send out meeting agenda and anything that has to do to ensure that your work for the day is flowing. Emails can be tricky and before we know it, there are many email etiquette mistakes that we tend to succumb to.
Any business keeps their customer’s need at the top, and to ensure a good relationship with the customer it is important to pay attention to the emails that are drafted to be sent to the customers. One needs to ensure that the words in the email spill out the right tone and information to get classified as an effective communication. An email is the soul of the communication channel and you do need to get that right hence let us see the common email etiquette mistakes that can be done while drafting an email.
Do you make these email etiquette mistakes?
1. Are you sending a Reply to all?
There is a colleague who is leaving the company and hence, has written an email of thanks to notifying that today is his or her last day of work. The email has been sent to all seniors and juniors in one go. Is there anything wrong in doing so?
No, it is perfectly all right to send out a single email to all your juniors and seniors notifying them about a change. How do you respond to this email – Reply ALL or just reply? In this scenario, we want to just congratulate or wish the person who has sent the mail so ideally we need to Reply to the person and not Reply to all in the “To” address!
2. Are you sending out unnecessary emails?
Being in a workplace you will face much pleasant as well as unpleasant scenarios where you would be compelled to draft an email to your seniors to intimate them about your situation.
You need to understand that it is not necessary to put everything that you go through in a mail. At times, a face to face meeting is more effective than an email that has been shot from your desk. Analyse the scenario and based on that pick the mode of communication.
3. Are you sending emails during non-business hours?
Many peers have the misconception that an email sent out later in the day will put an extra weight to the fact that you are working even beyond your business hours. Once in a while is OK, but making it a habit can send out wrong signals to your seniors.
They might begin to think about your productivity and the fact that why are you working post business hours? An email sent during the business hours is easy to follow up by sending reminders within the day, making sure that you get your assigned work done well within the time frame.
4. Are you changing the email subject as per your convenience?
Email subjects are meant to give you an idea on what the content could be even before you open up the mail. It helps you to keep track on the chain of emails on the subject, ensuring that you do not miss out on important information.
Changing the email subject means breaking the chain of communication. Once the link is broken, the receivers of the email will lose out on the important information that has been shared which can lead to further issues.
5. Are you using abbreviations for names?
Workplace demands formal communication and so does an email. You can shorten someone’s name that you are addressing in your email. This is not a chat room where you can use slang and people will find it cool.
It is a workplace which has its own rules and regulations that one needs to follow. Using short names can be extremely rude or unethical and hence, it is advisable to stay clear from it.
6. Are you repeating your signature in your follow up emails?
There is an option to auto insert your signature in the emails that you are sending. The first email that goes from your inbox can have the complete signature with your name, number, designation, company etc. based on the company norms.
But your follow up replies can just have the basic regards and your name as a signature. It does not look nice to have the entire signature on every follow-up mail that you send over the original message.
7. Send out attachment with nothing as text in the body is not a good email etiquette.
Whether you are sharing a document as an attachment to your junior or senior you must write a text in the body of the message. You need to mention the purpose of sharing the document with the receiver of the message so that you get his or attention on the subject. Sending out empty messages with just attachments can lead to getting your email ignored. So learn email marketing to avoid these mistakes.
8. Are you replying to the correct email?
We all are in a hurry to finish our work and show how productive we are. But in doing so, we do commit email mistakes that can lead to embarrassment in the workplace.
If you are checking a threaded communication you need to ensure that you have gone the very last message sent in the thread and responded to that message and not an older one. You might want to be quick to respond but due to your carelessness, you can end up responding to the wrong thread or message.
Avoid the above Email mistakes and appear smart in the Email
It is important to pay attention to your emails as they are the soul of the work you do. They show how professional you are and how well you communicate internally and externally with your client. A good email can help you pass on the right information in the right tone to the right people.
Email Etiquette – More than just Manners (Infographic)
It is important to go through your emails (long or short) thoroughly ensuring that you have got your information captured for the audience. Create guidelines for self-check to avoid any email etiquette mistakes in the future.Tags: email etiquette, email ettiquettes, email mistakes