- December 23,2014
- 10 Comments »
3 E’s: English E-mail Etiquette
Technology plays a vital role in almost everything, and that includes communicating with friends, family, colleagues and clients. The Internet makes the communication process faster and more convenient via electronic mail or e-mail, yet a badly-constructed e-mail especially for business purposes can result to a waste of time, negative publicity or worse, a string of lawsuits. For more effective e-mail interactions that serve any given purpose, keep in mind these Do’s and Don’ts:
- Respect the recipients and their time by keeping e-mails brief.
- Be straight to the point in the first few sentences of your writing, instead of stating your real intention towards the end.
- Make your subject line priority-worthy.
- One topic per e-mail message is ideal to avoid “information overload”.
- Courtesy words like “please” and “thank you” are a must.
- Be discreet in constructing e-mail messages, as e-mails aren’t always guaranteed as private can be shared to others with just a few clicks. When writing company e-mails, consider them as company records that top management and colleagues can check every now and then for reference. However, if the e-mail is too confidential, ask the IT Department to enable Information Rights Management (IRM) functions prior to sending to prevent the recipient from forwarding, copying and printing.
- Proofread carefully.
- Be sensitive with regards to tone of voice and using humor, or it will backfire.
- Review before sending the e-mail if it’s pleasing or annoying to read.
- Opt for e-mail in dealing with matters wherein a phone call or a face-to-face conversation is necessary or more proper.
- Include unnecessary recipients in the CC and BCC fields.
- (For employers) Be unreasonable in restricting employees who send e-mail for personal reasons while at work. As long as daily productivity target is still being met while inserting a short break for e-mails to friends and family, there’s no need to panic. Be realistic.
- Forget to back up or archive e-mails, particularly those with signed documents and other highly essential attachments.
Sources: The Huffington Post and Microsoft.com
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