Since chatting has become the go-to method of communication these days proper spelling and sentence structure has gone down the drain. People tend to jump from one idea to the next without any proper flow. This especially happens in emails wether at work or even between friends. For those of you who use email on a daily basis it is crucial for you to use the right email etiquette. That means, create proper subject lines, know when to use reply all, have a personalized signature and much more! So here it is, everything you have been doing wrong for all these years.
1. Your email address matters (way more than you think sexy.699(at)madeupaddress.com)
Yes, we are all guilty of having an awful email address at some point of our lives. When you are at the job, your email should be professional and should mainly have your name or even full name. Try to refrain from using any adjectives such as “hot”, “sexy”, “beautiful”,… in your email address.
2. Set up a signature.
It is just the right thing to do. This allows for all your emails to have that added touch of personalization.
3. Tone it down a little.
If your email is emotionally charge maybe you are better off taking a breather and walking away from your computer for a while. Remember, once you press send there is no turning back so be careful.
4. Be careful there is a papertrail (especially at work!)
Some offices ban access to social media websites like Facebook and Twitter in order to minimize distractions while working. That being said, don’t ever use your work email as your personal email to send racy articles, photos and jokes. Even though you might be joking around with your friends in the outside world we wouldn’t want this to backfire on you.
5. When to use reply-all.
This can be a dangerous thing especially if you are in an opinionated email chain. Be sure you know who you are emailing before pressing the reply-all button as you never know if this will land up in your bosses inbox.
6. CC and BCC are both awesome, so learn how to use them properly.
CC – is a great way to send an email to multiple people. When using the CC all recipients will know who sees the email.
BB – like CC allows you to send an email to multiple people BUT those BCC’d won’t see each other when receiving the email from you.
7. Spell check please.
If your email client doesn’t happen to have a spell check application integrated within, do yourself a favor and type out your email on a word processing program before you send it out to upper management. It is always important to have correct spelling.
8. Just because they didn’t ask for a response it doesn’t mean you have to ignore them.
It is always courteous to send a follow up thank you email or acknowledgement email to ensure the line of communication is cut. Don’t leave them hanging!
9. Its an email not a novel.
Emails should always be short and to the point. Keep the long conversations for a face-to-face or phone call.
10. The subject line is your best friend.
This is one thing you should take an extra minute to focus on. Your subject line is one of the most important elements of your email. It allows you to summarize in a couple words the subject of your email. Use it wisely and try to be as short as possible. It is perfect for showing urgency or importance.
11. If it’s really important maybe an email isn’t enough.
Sometimes just because it was said an email it would be a good idea to double check and confirm.
12. Sometimes its a good idea to change your password.
With all the hacking that is going on these days it is always a great idea to update your password. Remember to always use various upper and lower case letters, numbers and even signs. This will help you avoid future headaches.
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