There’s a saying (and a movie) called “lost in translation,” meaning the intent of expressions can often be misconstrued as something else. This is especially true when communicating with words: i.e. texts, social media, and emails. Many think they’ve made their point and gotten it across effectively, though the person on the receiving end may think otherwise. When it comes to work emails, that miscommunication can complicate things greatly. Whether it’s an employee reaching an outside vendor, or you communicating with your staff, oftentimes you may assume you’re being both polite and informative when you aren’t. Here are a few tips for proper email etiquette that are valuable to both you and your staff.
DON’T Choose Text Over Email
Unless the situation calls for something at an exact moment where email may take too long, always defer to email over texting. By nature, texts are generally shorthanded and fast, where information can come missing and one-word answers are mistaken for sternness. For that reason and many others, such as a proper paper trail, email is the way to go.
DO Be Specific In Your Subject Lines
Starting a subject line with simply “Hi” does not a proper email make. Subject lines are one-line introductions to state your purpose. Sure, you don’t have to express the entire point of the email in the subject line, but provide enough context before the recipient opens the email.
DON’T Reply All Unless Instructed To
On mass emails, the key is to not turn the exchange into a giant thread. That is how messages and information get lost, where the right person misses the message intended for them due to a clogging of emails in their inbox. If you want a reply all, instruct your staff to do so, and if you yourself are on a mass email with higher-ups, do not reply all unless advised to.
DO Maintain Proper Spelling And Grammar
It should go without saying that typing in shorthand is not the right way to email anyone, let alone a colleague. Many might view it as setting an informal tone, but what it really does is lessens the quality of the exchange. Use spellcheck and grammar check and proofread all emails before hitting send. Also, save the informalities for exchanges with your friends over text.
DON’T Be The Email Comedian
There’s always one. The mass email jokester who enjoys making puns and funny quips within email threads for their live audience. Don’t be that person. You never know who won’t find your jokes funny.
DO Utilize CC: and BCC: When Needed
CC:’s are for anyone who is merely looped into an email, but not the main recipient. BCC:’s are for privacy purposes and moving a recipient once their part in an exchange is through. These fields are not meant to just look pretty on an email. Use them as needed.
DON’T Forget The Proper Openers And Closers
In email messages, it’s always a good idea to open with a formal greeting. That could be a “Hello So and So” or “Dear So and So.” In addition, closers are equally important. “Regards,” “Best,” and “Sincerely” are a few, along with a proper email signature providing your position title and contact information. It may not be a physical letter, but that doesn’t mean it can’t read like one.