Professional Emails

How to Use Email Etiquette in the Workplace?

Pinterest LinkedIn Tumblr

Writing emails in your workplace is a vital aspect of your business communication. Thanks to the mysterious grammatical mistakes and arrears of the written email, it can be a daily brain-teaser.

Professionals use email etiquette in the workplace minimize errors in email writing. Whether you are an immature professional or an experienced manager, using email etiquette is conducive to yourself.

Professionals use email etiquette in the workplace to get benefits and to reflect positivism on you. This especially true if you want to get a response from busy people or address the point straight.

Conspicuous email writing may cause your superiors or lecturers to gain a positive imitation of you.

Follow The Below Email Etiquette In The Workplace To Become You As A Professional Email Writer.

Choose The Correct Email Account.

Many people have both professional and personal email accounts for their use. People use personal email to communicate with friends and family. The same people can use their professional emails to complete accredited duties from the company.

Using the wrong type of email account is a common mistake that people make most of the time. It is not acceptable either you use the company email account for personal emails or a personal email account for company emails. The security and email etiquettes vary and depend on the account type.

Many professionals write business emails when they are not at the working place. Remember to use your company email for your professional emails, even if you not available in the office.

Apply Professional Email Writing.

Using email etiquette in the workplace can develop a professional’s email writing skills.

People can use either personal or company email accounts to communicate on the internet. But, email writing in a workplace utterly different from personal email communication.

The aspects of writing personal emails and professional emails different from each other. Adoption and identifying the type of email necessary in email writing. Because it is a common mistake, most people make in email writing.

Understand Email Anatomy.

Email writing is effortless if you understand its anatomy. Your emails have the same basic structure wherever you use them: Subject line, salutations, email body, and ending.

You can use a different type of email structures according to the email you write.

Include A Subject Line.

The subject line is a text line that the receiver can see when an email comes to their mailbox.

You may not use the subject line of your emails regularly. But, for business email writing, the subject line could be the most vital part of your email.

The subject line can give the main idea about the content to the reader. If you get about to establish a professional discussion, the well-written subject line can induce the reader to open the email.

Let me explain it to you.

Think, you are planning a meeting on next Monday with your investors.

Good Subject line – Investor Meeting

Much good subject line – Monday Investor Meeting for New Construction Project 50—May 25th

If you use inapposite or discourteous subject lines (like “Hi” or “URGENT!”), the reader can pass your email to the spam folder.

Don’t Add The Email Address Until You Finish The Composing Of The Email.

Anyone need not send emails by fault before they have completed an email. Completing a business email means that I finished writing and proofreading the email again and again.

So, you can include the email address of the recipient after you completing the email. Email etiquette in the workplace can help you minimize errors and embarrassments that could happen.

When you are replying, you can remove the recipient’s email address and put it back when you ready to email.

Prestigious Greetings!

The beginning of the email needs to be desirable for the reader. Most of the time, you must include a well-crafted greeting to welcome the reader before move into the email body.

Few greeting examples;

  • Good Morning
  • Good Afternoon
  • Dear colleagues
  • Dear Mr. (NAME)
  • Good morning, dear Mr. (NAME)
  • Good afternoon, dear Mr. (NAME)
  • Don’t ask, “How are you?” when you write a professional email. Instead of saying that, you can say; I hope you’re doing well or hope you’re having a great weekend.

Use simple language.

Your email should simple and informative letter. Use precise language with simple sentences. Not all your email receivers are native English speakers. It is more important to understand the main idea in the email than to apply smashing grammatical content.

Don’t Over Use Punctuation.

Don’t use CAPITAL texts, many exclamation marks(!!!!!!), and emojis in your business email because the overuse of punctuations can make the reader confuse. Also, it is not professional if you make this MISTAKE!!!!!.

But you can use one exclamation mark within the email according to the concern.

Good morning!

Exclamation marks can soften the demand and tone of your email.

Don’t Use Texting Abbreviations.

We can define abbreviations as SMS language. The SMS language is the abbreviated language and slang that can use for SMS texting.

You may want to save time or hurry to go, but you cannot use Texting Abbreviations in your business email.

The commonly used abbreviations are “u,” “ur,” “btw,” “asap,” and “plz” instead of “you,” “your,” “by the way,” “as soon as possible,” and “please.” This kind of language has no place in your professional communication.

Careful About Writing Tone.

Email communication is not like speaking over the phone or speaking in person. Many people have difficulty understanding the tone of email writing. If you use the wrong tone, your sarcastic things may become rude to the recipients.

Read yourself the email and ask yourself, “Could the receiver misunderstand my tone?” Make your email more professional and polite by looking over it again and again.

Address to the point.

“Nobody wants to read email articles.”

Summarized and direct emails are much more engaging than a gibberish email. Tell your exact message very shortly to the recipient. Most of the professionals are dealing with busy schedules.

Let me give you an example.

Imagine you want to promote a new brand for your company. You will write marketing emails to the buyers in a database. You can write your in two ways,

You can add the introduction of yourself and your company, and finally, the brand details. These details make a lengthy email body, and it will be less interesting to read.

The main aim of the email is to tell the recipient about your product, not your details. The reader wants to know more about the main idea of the email. Rather than saying yourself and your company, you can introduce the brand at the first point. The reader gets the email’s main objective at the first spot, making the email much impressive.

Tell The Recipient That You Are Waiting.

Sometimes. You may need a reply or an answer to the content in the email. Here are some proper ways that you can use to ask a response as email etiquette at the workplace.

  • Awaiting your reply.
  • I am waiting for your reply.
  • Looking forward to hearing from you.
  • I am looking forward to hearing from you.

Email Closing.

Just as you start a great greeting, now you need to finish things started. As an email etiquette in the workplace, provide professional closing for the email. It means you need to write a friendly signed-off.

Here are some frequent closings that used to finish an email.

  • Thank you.
  • Best regards.
  • Kind regards.
  • Fond regards.
  • Many thanks.
  • Thanks, and best regards.
  • Sincerely.
  • You’re sincere.
  • Best wishes.
  • All the best.
  • With gratitude.

Use A Signature Block.

The signature block is a personalized text box that automatically appears at the bottom of your email message. People would love to know your details when they open your email message. It shows your email etiquette in the workplace to your recipient.

You can include your full name, job title, company details, and contact details, including your mobile number. But use the same font type, size, and color as the rest of the email for the signature block.

Also, you have the freedom to add some publicity for yourself. But don’t overuse it.

Make Proofread.

Before emailing, read over it to understand whether you have made any mistakes. There may be any punctuation or grammar errors. Check again that you have used the correct words to address your objective. Your email reflects the use of email etiquette in the workplace.

You can ask someone who has experience in email writing to look over your email to double-check again. If you are not a native English person, Grammarly or ProWritingAid also can help you find your grammar errors and make them correct.

But be careful when you rely on grammar checkers because the free versions of this software have some limitations. Sometimes they may not notice the missing words and incorrect word patterns.

Let’s Conclude All.

Using email etiquette in the workplace is not a hard thing to follows. Only you need to prepare yourself to follow some ethical rules to develop your email writing.

If you can conduct yourself to follow the tips mentioned above, you can be an expert in email writing in a shorter period.

Do you use email etiquette in the workplace? Comment below.

Read more topics about email writing: Does Sending Work Emails on the Weekend Matter?

If you like the content, please don’t forget to share this with your friends and colleagues.

Sandun is EmailEtiquetteGuru's head of blog who mainly writes upgrading. the blog covering everything fresh and exciting in the world of email marketing and email etiquette. Also, he is a creative content writer and have been writing about marketing for several years. He also would like to talk to you about tea and James Bond, if you let him.

Write A Comment