If the message needs a lot of detail, perhaps email is not the best way to communicate it. Be clear and conciseĮmails should be easy to understand, so avoid too much background information. Take a few momments to profread before you sned something! Frequent typographical errors or misspellings will distract readers and can leave a bad impression. People don’t turn off their feelings when they turn on their computer. If you wouldn’t say something to a person face to face, then you shouldn’t write it in an email. Never send an email you wouldn’t like to receive yourself. Finally, only send or copy emails to others on a need to know basis.As a first principle, show respect. Information that entails personal details should be handled with high caution Sometimes, consequences related to email content can be detrimental professionally, personally, or even legally. Email messages can also be forwarded and shared with others unless the message has been encrypted. You never know who will see that email, especially if you accidentally send it to the wrong person or the content is misinterpreted. However, it is important to only discuss public matters in an email. Always watch your use of jargon.Įmails may appear private as you have to log on to your account to see them and you can specifically choose who to send them too. Too many exclamation points look childish, as do emojis or slang words. It looks unprofessional to inject too much emotion into an email, and it is often forgotten that an email lasts forever. When an email looks like it was written in anger, grief, or too much excitement, it is hard to take it seriously. However, responding in a timely fashion, as in the first one to two days is a good idea.Ĥ) Do not let your emotions clog your writing. Additionally, there is no rule that you must reply to an email immediately after receiving it. Otherwise, you may bother the reader or have your email bounce back. Also, make sure to provide a warning to the reader when large attachments will be included in an email. The reader should know the purpose of an email within the first two sentences. Keep in mind that long emails are a thing of the past and that the best emails are concise and to the point. On the other hand, do not overuse the high priority option if you want people to take you seriously. Emails are valuable when several people need to know about something or when the topic has to do with planning in advance. If a topic has multiple pieces that need to be explained or negotiated, calling that person or setting up a time to meet in person may be a better option. All in all, it is important and professional to know how to keep a clean email. Do not send an email with multiple addresses listed. Keep the same font type and style throughout the email, including in the signature block. Consider using a signature block to add a little publicity about yourself, but be sure not to overdo it. A professional or company email address looks better than your middle school email address, and will encourage others to take you more seriously. When composing a professional email, make sure to use a professional email address. It is perfectly acceptable to change the subject of an email thread as the content changes. Do not include too many exclamation points or all text in either caps or lowercase. Also, because people get many emails each day, it is easy to have one mistaken for spam, so keep to the point and be descriptive. Make sure to use formal salutations, such as “hi” or “hello,” rather than “yo” or “hi folks.” Never shorten a name within an email unless that person has specifically asked you to do so. Always introduce yourself at the beginning of an email and remind the recipient how you know them or met them and what you would like to address. Never assume someone remembers meeting you, especially in the business world. Look over these tips to avoid sabotaging your personal or professional reputation with a simple email error.ġ) Briefly introduce yourself and keep a clear, simple tone and message. Despite being perhaps one of the most effective forms of communication, emails can have major downsides if not used properly. It is common to not put much thought into an email before pressing the send button, particularly after looking at a piled up inbox. While sending an email may seem like a simple task, mistakes are often easy to overlook.
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