The 9 Rules of Work Email Etiquette Smart People Follow
While it’s not considered crazy to wear jeans to work or to have drinks with your boss after-hours, the lines blur when it comes using emojis to send an email.
It can be hard to understand the nuances of professional email etiquette. It’s likely to be the most important way that you communicate with your boss and coworkers (besides in person). Every message you send can make a good or bad impression.
These are the nine rules for emailing work if you want your online reputation to be strong.
1. Get started with a solid subject line
When you send an email to your superiors, remember that they may have hundreds of messages.
What does your boss do about most of these? You can either delete them or save them to be read later. This means that you have only one chance to grab their attention. A catchy subject line can make sure they open the email.
Continue reading: These Subject Lines Will Get Your Networking Emails Opened Every Time
2. Pay Attention to Your Words
Did you ever receive a text message ending with a period? You might have thought that the person who sent you the text message was mad at your, even though they were actually trying to use proper punctuation.
Because the words you choose can either appease or anger someone. Use “you” or the “today” word instead. (Confused? (Confused?
Read More: 5 Words to Use in Your Email Subject Lines (and 4 To Avoid at All Costs).
3. Write like an editor
Although you may not be writing college papers, that doesn’t mean your paper won’t get graded. Poor grammar and spelling errors, as well as a lack or introduction, body and conclusion, can make it sound like you are trying to reach inbox zero. This is not how you should be acting as a responsible employee.
Continue reading: An Editor’s Guide to Writing Ridiculously Good E-Mails
4. Respect the person’s time
Sending an email to someone is a good idea.
For example, if you attach a presentation to your email, let them know exactly what the next steps are. Do you need their approval? Are you asking them to add a slide or not? If you are going to CC someone tell them why.
Continue reading: 5 Reasons Why I Nearly Responded To Your Email But Didn’t
5. Use Emojis Cautiously
The thing about emojis is that not everyone likes them. Even if you work in casual settings, there is still a large percentage of the workforce that considers them unprofessional. If you are unsure of how it will be received, don’t take the risk.
Continue reading: Emojis at Work can Boost or Destroy Your Reputation (Here’s How To Find Which)
6. Attach the Attachment
Although it sounds obvious, we have all been guilty of email violations on more than one occasion.
Before you hit send, check that you have attached the attachment you promised to attach. (Say it 10 times fast.
Continue reading: 3 Common Email Mistakes that Make You Look Unprofessional
7. Nail Your Sign-Off (Without Usual “Best”)
Signing off is required to close an email. However, you don’t have to leave a message.
Choose a professional but functional salutation instead. You can use “regards,” or “respectfully” to salute someone.
70 Different Sign-Offs for Email (For When You Get Tired of Saying “Best”)
8. Use a professional signature even on your phone
Why would you send an email with the subject “Sent from my phone” if you have just written a professional, well-written message? Choose a simple and engaging signature that includes your name, social media profiles, website, and perhaps even a photo of you.
Continue reading: 5 Easy, Quick (and Free!) Ways to Create an Awesome Email Signature Today How to create an awesome email signature today
9. When to Not Send an Email
It doesn’t matter how well you know your etiquette, it won’t help if you email something you don’t need.
Call them instead if you require a quick response. You can also ask your boss for a raise by scheduling a meeting. This conversation is not something you want to have over email.
Continue reading: 3 Work Requests That Never Get Overly Well When You Ask via Email (So Don’t Make Them).
These nine rules will ensure that your emails are read and replied to almost every time. You might even make a positive impression on your boss!