How to Mind Your Manners With Email Etiquette

Communicate clearly and avoid common email annoyances

Despite the proliferation of online communication methods, email remains the most popular, with nearly 300 billion emails sent every day in 2019. Whether you’re new to email or just using it for decades, be sure to follow the rules of email etiquette.

Nick Reiter / Thread of Life

Check your message before sending it

After you’ve entered your recipients’ addresses, created an appropriate subject line, crafted your message, and attached some supporting documents, go back and make sure you’ve done everything correctly:

  • Read the message again. Is something unclear? Are there any grammatical errors or typos? Did you say everything you wanted to say?
  • Check your sources. Would a link to an outside source clarify your meaning? Would a link help your recipient quickly find a website?
  • Look at the names of the recipients. Did you miss an important person who needs to see the message? Did you add someone who shouldn’t see the message?
  • look at your address. If you have more than one, be sure to send the message from the most appropriate message for the subject of the message.
  • Determine message priority. Should the message be marked as important?
  • Add supporting documents. Did you forget the attachments?

Don’t always reply to everyone

You need to know when and when not to respond to all group emails. If everyone in the original email (the one you’re replying to) needs to know what you have to say, use Reply All.

For example, Person A sends an email to you and Person B with ideas on how to celebrate your boss’s 10th anniversary in the company. Your answer is relevant to both Person A and Person B, so use Reply All to respond to both.

If someone emails a party invitation to you and 20 other friends, your reply is irrelevant to other mail recipients, so use Reply to send a reply only to the sender of your email. ‘origin.

Write effective subject lines

The key to writing a good email subject is making sure it briefly captures the essence of your message. Here are some examples:

  • Modified sales meeting at 3:00 p.m.
  • Halloween party invitation
  • Revisions to website text
  • This week’s top 20 video picks
  • Details of your new subscription
  • Confirmation of your appointment
  • Request for volunteers for the fundraising event

To make subject lines more effective, include the action you want recipients to take, such as:

  • Halloween Party Invitation – RSVP by May 11
  • Website Text Revisions – Approval Required by Tuesday

Explain why you are transferring

When you forward an email from someone else, explain to the new recipient why you are doing it and how you expect them to benefit from it. For example, suppose a customer, Jay, sends you a question and you don’t know the answer. Forward the message to your coworker, Sara, with a note that says, “Sara, Jay wants to know the process for logging into our portal from his mobile device. See below for details. Can you help me ? »

Explain why you CC

If you’re CCing someone an email, explain to the primary recipient that you’re doing it and why. For example, suppose Jenna wants to join your book club and you send her information about it. You would cc the book club manager, Ann, and write to Jenna, “I’m cc’ing our manager, Ann, so she can see what I’m sending you and fill in anything I might have forgotten .” When you use this process, Ann also knows why she is getting a copy of the message.

Let the sender know their message was received

Emails can get lost in the mail or in the spam filter. As a courtesy, especially with important messages (such as those with attachments or related to deadlines), write a short note to let the sender know that their email has been received. For example, if your boss sends you a new project to work on, respond with, “I get it, I’ll start tomorrow.”

Use acronyms sparingly

Not everyone knows all the acronyms, so use as few as possible and only when you’re sure the recipient knows what they mean. There are several acronyms that are commonly used in business email correspondence. Here are a few:

  • as quickly as possible: As soon as possible
  • MOREOVER: Besides
  • NMS: End of the day
  • EOM: End of message (usually used in the subject line to indicate that there is no email body to follow)
  • EOW: Weekend
  • FOR YOUR INFORMATION: For your information
  • IMO: In my opinion
  • OOO: Out of office
  • WE: Yes or no

Be careful with sarcasm and humor

Because you don’t understand the context of facial expressions and tone of voice in an email, it’s not a good way to express sarcasm or humor, especially with recipients you don’t know. not good. Express your message simply and frankly, at least until you know a recipient better. If you really can’t help it, include a smiling or laughing emoticon to show you’re joking.

Choose an appropriate ending

Sometimes it’s hard to know how to end an email. Here are some suggestions, based on the situation:

  • Thank you or Thanks very much: If you ask a favor.
  • Love or Cuddles: If the recipient is a friend or family member.
  • Cheers or Better: If the recipient is a casual acquaintance.
  • Sincerely: If your message is formal.
  • cordially or Sincere friendships: If you want to maintain a formal professional tone.

More information about How to Mind Your Manners With Email Etiquette

Communicate clearly and avoid common email annoyances

Despite the proliferation of online communication methods, email remains the most popular, with nearly 300 billion emails sent every day in 2019. Whether you’re brand new to email or have been using it for decades, make sure you’re following the rules for email etiquette.

Nick Reiter / Lifewire Review Your Message Before You Send

After you enter your recipients’ addresses, create an appropriate subject line, write your message, and attach a couple of supporting documents, go back and make sure you did everything right:

Review the message. Is anything unclear? Are there any grammatical errors or typos? Did you say everything you wanted to say?
Check your sources. Would a link to an outside source clarify your meaning? Would a link help your recipient find a website quickly?
Look at the recipient names. Did you forget an important person who needs to see the message? Did you add someone that shouldn’t see the message?
Look at your address. If you have more than one, be sure to send the message from the most appropriate one for the purpose of the message.
Determine the message priority. Does the message need to be tagged as important?
Add supporting documents. Did you forget the attachments?
Don’t Always Reply All

You should know when and when not to Reply All to group emails. If everyone in the original email (the one you’re responding to) needs to know what you have to say, use Reply All.

For example, person A emails you and person B to come up with ideas about how to celebrate your boss’ 10-year anniversary with the company. Your response is relevant for both person A and person B, so use Reply All to reply to both of them.

If someone sends a party invitation through email to you and 20 other friends, your response isn’t relevant to the other mail recipients, so use Reply to send a response only to the original sender.

Write Effective Subject Lines

The key to writing a good email subject is to make sure that it briefly captures the essence of your message. Here are a few examples:

Sales Meeting Changed to 3:00
Halloween Party Invitation
Website Text Revisions
This Week’s Top 20 Video Picks
Details of Your New Membership
Confirming Your Appointment
Request for Fundraising Event Volunteers

To make subject lines more effective, include the action you want the recipients to take, such as:

Halloween Party Invitation – RSVP by May 11
Website Text Revisions – Need Approval by Tuesday
Explain Why You Forward

When you forward an email message from someone else, explain to the new recipient why you’re doing it and how you expect them to benefit from it. For example, let’s say a client, Jay, sends you a question, and you don’t know the answer. Forward the message to your colleague, Sara, with a note saying, “Sara, Jay wants to know the process for logging in to our portal from his mobile device. See below for details. Can you help?”

Explain Why You CC

If you cc someone on an email message, explain to the primary recipient that you’re doing so, and why. For example, let’s say Jenna wants to join your book club, and you’re sending her information about it. You would cc the book club leader, Ann, and write to Jenna, “I’m cc’ing our leader, Ann, so she can see what I’m sending you and fill in anything I might have left out.” When you use this process, Ann also knows why she’s receiving a copy of the message.

Let the Sender Know Their Message Has Been Received

Email messages can get lost in the mail or in the spam filter. As a courtesy, especially with important messages (such as those with attachments or having to do with deadlines), write a short note to let the sender know their email was received. For example, if your boss sends you a new project to work on, reply with, “Got it, I’ll get started tomorrow.”

Use Acronyms Sparingly

Not everybody knows every acronym, so use as few as possible, and only when you’re sure the recipient knows what they mean. There are several acronyms that are commonly used in business email correspondence. Here are a few:

ASAP: As Soon as Possible
BTW: By the Way
EOD: End of Day
EOM: End of Message (typically used in the subject line to indicate there is no email body to follow)
EOW: End of Week
FYI: For Your Information
IMO: In My Opinion
OOO: Out of Office
Y/N: Yes or No
Be Careful With Sarcasm and Humor

Because you don’t get the context of facial expressions and tone of voice in email, it’s not a good medium for expressing sarcasm or humor, especially with recipients you don’t know well. Express your message simply and straightforwardly, at least until you get to know a recipient better. If you really can’t help yourself, include a smiling or laughing emoticon to show you’re kidding around.

Choose an Appropriate Ending

Sometimes it’s hard to know how to end an email message. Here are a few suggestions, based on the situation:

Thanks or Many Thanks: If you’re asking for a favor.
Love or Hugs: If the recipient is a friend or family member.
Cheers or Best: If the recipient is a casual acquaintance.
Sincerely: If your message is formal.
Best Regards or Kind Regards: If you want to maintain a formal business tone.

#Mind #Manners #Email #Etiquette


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