We all send emails once in a while. We send personal emails and we send professional emails. The personal ones and professional emails are very different. While the Personal email could be to a friend about something personal or even impersonal.A professional e-mail could be about something work related. Here are some Email etiquette we can follow to write better mails to both friends and colleagues.
These 10 tips could throw some light on writing better emails
Name the subject
Choose Subject line carefully
A Proper subject line is a must. Highlight the email with the help of the Subject line.A subject line can help you highlight a problem or opportunity thereby allowing the person to understand your mail better.
Put a Prefix
Use a proper Prefix for the name
Always use proper Prefix like Mr.or Ms., Mrs or professional salutations like Sir, Madam etc. This makes it Sound better. It would be better to address it Saying Dear Mark or Hi Mark than just say Mark.
Spell all names Correctly
Spell names correctly. Wrongly spelled names can hurt the person whom you are addressing the mail to.
Start with an introduction
Start with an introduction highlighting the issue in a professional mail. In personal emails, its always better to ask how the person is doing or to introduce yourself and talk about the smaller things before you move on to important ones.
Be Direct if You have to
An E-mail may require you to be more direct. Its better to be direct than to beat around the bush.An unsolved grievance you spoke about not being addressed might leave you red faced, which is better to express in the email.
Pause before your "Reply All
Hit "Reply All" only if you have to
If the Email involves a lot of people, do address it to the person whom it is intended rather looping everybody the email was sent to.
All the Bad Language
Avoid using SMS lingo
Use proper language, rather than using SMS lingo or broken English. A well written E-mail always gets read and is understandable. A email written in improper language can leave room for misunderstanding.
Acknowledge Receipt of e-Mail
You don't have to always reply to Emails, but you can acknowledge the receipt of your mails. You could even send a reply saying "Mail Received"
Say Thank You
End the Email with a "Thanks"
Always conclude the Email with a Thanks or "Sincerely" or may be "Regards" or the way you want to bid good bye.
Dont be Nameless
Put your name at the end
Always Put your name at the end of the E-mail.In professional E-mails you could include professional designations. You could alternatively add your Address or Phone Number.