If you’re heading out to a new job or summer internship or a veteran workplace employee, it’s always good to think about how you construct your E-Mails. Take careful consideration of your e-mail so that your message is received and interpreted how you intended.
From Subject Line To Signature: How To Do Work E-Mail Right written by Jacquelyn Smith for Forbes Online on July 8, 2013 details the best practices of constructing and delivering work e-mail. View the full article online at Forbes.
Many of the tips below are common sense, but it’s good to practice consistent e-mail etiquette to avoid embarrassing mistakes:
- Always write a powerful subject line that will get noticed.
- Always include a personalized salutation.
- Always get right to the point.
- Always keep the message short and succinct.
- Always make a note of any attachments in the e-mail.
- Always ensure that spelling and punctuation is accurate.
- Always use a readable font.
- Have a specific call to action with response time, if desired.
- Always include a signature line.
- Always be conscious of your tone.
- Always double check that you’re sending the e-mail to your intended recipient(s).
- Always review the message before you send it.
- NEVER WRITE IN ALL CAPS.
- Never write something you wouldn’t want others to see.
- Never be offensive.
- Avoid short-hand, texting language (abbreviations), emoticons. and smiley faces.
- Never use the ‘high priority’ option unless it’s truly high priority.
- Never send e-mail messages when you are emotional.
- Avoid using e-mail to discuss issues among several people.
- Never write multiple e-mails at one time.
- Avoid using BCC to rat out your co-workers.
- Don’t resend the same e-mail over and over again.
- Don’t “reply all” unless everyone needs to get your response.
- Avoid using e-mail to provide “constructive criticism” or to discuss more serious matters.
- Avoid sending an e-mail message in the middle of the night.