Proper E-mail Etiquette

Song of the Day: Can’t Take It by All American Rejects

1. Address the Recipient in the Email

     That means, “Dear Mr., Ms., Dr., etc. You can also change that to a company name or address a group as a whole. You should also end with a proper signature. For example:

Racquel Henry, Editor
The Black Fox Literary Review
1122 Black Fox Blvd.
Fox, FL. 33221
Phone: (123) 456-7891

2. Content

    Slang, nudity, sarcasm, jokes, degradation of an individual or group, and profanity are all things that should not be in a business email. Content should also be short and to the point. Stick to the facts.

3. Subject

    Always put an appropriate title in the subject line, so the recipient can identify exactly what the email is about.

4. Grammar

   You should always use the spell check then proof read your emails for grammatical errors, or anything the spell check wouldn’t be able to pick up on.

5. Tone

    Be very careful with this one. You know how we read a piece of writing and often try to identify the tone? Same thing here. People will be able to tell if you’re being sarcastic, if you’re upset, if you’re frustrated, etc. I was able to tell that the emails I received were just plain rude. Oh, and don’t use all caps, because it implies that you’re yelling. Select your words carefully.

    Email is by far one of the fastest ways to communicate. Almost all of us use them in our professional lives. It’s easy to fall into the habit of treating them casually. However, when we use emails as a business tool, then we have to treat them accordingly. In any business setting, you must maintain a professional standard, regardless of your position.