e-mail Etiquette at Work

e-mail Etiquette at Work


    – Communicating by e-mail: what for?

    – Communicating by e-mail: what are the simple rules to communicate well?

    – Communicating by e-mail: some advice

    – Communicate by mail: what not to do

Knowing how to communicate by e-mail is a way to make yourself heard.

Whether a public career or even a private career, a job starts with successful integration into the company and mastering interpersonal communication.

Communicating by e-mail: what for?

e-mail Etiquette

The purpose of the e-mail is to send a message via the Internet, generally hoping for a response, not like writing a note.

The mail can concern two targets:

    – the correspondent with whom you already have regular contacts, he knows you;

    – the correspondent you wish to address or even convince to enter into a relationship with (potential customers, suppliers, etc.).

There are several simple rules to follow to communicate well by e-mail.

Communicating by e-mail: what are the simple rules to communicate well?

The first and most important is to make a good impression so that your recipients open and read your messages.

To do this, you will have to:

    – Identify yourself:

        ◦ By putting your sender name in the sender field and stating the subject of your message.

        ◦ These two points will help you get past the “trash can” of unread mail; your recipients are already overrun with spam.

    – The content of the e-mail: it must be concise, airy and pleasant to read.

        ◦ To proscribe “high definition” pictures that block for a while the mailbox of your correspondent. Keep your e-mail in simple unformatted text.

        ◦ However, you can send the attached documents; beware of the weight that should not exceed more than 500 kb.

        ◦ To not annoy your interlocutor, write links from your website or blog instead.

    – The text: do not write a long novel; it will not be read. Prefer a summary of your message (10 to 15 lines maximum):

        ◦ insist on what you can bring to your correspondent as well as on the many advantages;

        ◦ also indicate in the body of the text the presence of an attached document;

        ◦ of course, take care of the presentation, grammar and spelling;

        ◦ be aware that capitalized words mean you are angry and yelling; think carefully before sending capitalized words or sentences.

    – The layout: beware, not everyone has a large screen, use classic fonts suitable.

    – The selection of recipients: there are two types of recipients:

        ◦ those who are recipients of the e-mail and who usually have to respond to it,

        ◦ those who only need to be informed, so they will be carbon copy (Cc).

    – Sending:

        ◦ Take a step back, reread, because once the e-mail is sent, it is irreversible; you will not be able to go back.

        ◦ You can also set the priority of messages according to their importance or urgency. To be credible, do not use this option on all your message sending.

In conclusion: your e-mail is your image and that of your company.

Communicate by e-mail: some tips

e-mail Etiquette

Here are some tips for communicating well with your correspondents:

    – Check your message before sending it to avoid blunders and damage.

    – Avoid giving your address book to all your correspondents; it does not concern them. Send the e-mail as a blind copy to all recipients, or create a group.

Note: It is crucial to install an antivirus on your computer to prevent viruses that may crash the company server and get yourself kicked out!

    – Before forwarding an e-mail, make sure you have the permission of the author.

    – Do not forget the polite formula of the style: “Yours truly” or “Kind regards”.

Communicating by e-mail: what not to do

There are also things not to do:

    – Avoid participating in the circulation of chains that are often harmful and of no interest to your correspondents.

    – Do not send confidential information, passwords or credit card numbers or others.

Hope the above e-mail etiquette will be helpful in your career. Please, let us know what you think in the comments below.

Read more:

 9 Common Mistakes to Avoid in Your E-mails!

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