7 Keys to Email Etiquettes

Do you feel that people tend to ignore your emails? Do most of your colleagues prefer to talk to you on phone rather than replying to your email? You could be writing inefficient emails that fail to convey the message.

The use of email is ubiquitous in Corporate Culture. Follow these 7 simple tips for making email more efficient and more actionable-

1. Be brief and to the point

Do you like reading long emails? No one does! A good rule of thumb is to keep emails short and concise. Follow the ‘less is more’ strategy. Make important points and your main message clear at the beginning of the email and then give details in the rest of your email.

2. Use CC and BCC appropriately

Think twice before pressing 'Reply All'. This will make your email go to everyone on the original list. If you intend to only address one or two people on the list, select only those recipients.

3. Choose your subject fields with care

Your readers may size you up based on your subject line. Do not use simple sayings such as "For action" or "Please Read" in your subject line. This may result in your emailing being sorted to the Junk Mail folder. Use a professional subject line to ensure your email's recipient will read the email and not disregard it for miscellaneous junk or spam.

4. Use proper spelling, grammar and punctuation

Do you have the fetish of using multiple exclamation marks? Do your colleagues make fun of your typos and spelling errors? Wrong spellings and grammar reflects negative impression of you and your company. Always keep your spell-check option on to avoid such silly mistakes. Read your email before pressing the send button.

5. Avoid writing in capitals

Writing in capitals is the digital equivalent of shouting. Also, they are harder to read. So do not use all-caps to stress points.

6. Don’t forward hoax emails and chain letters

Created by pranksters, hoax stories are fictional. But sadly, many naive readers actually believe these email hoaxes, and forward them around affecting someone's reputation resulting in losses. If you get email hoaxed, report it to the right sources.

7. Be careful with formatting, structure and layout

You email recipient may be reading your email on a mobile device. Make sure that you don't go overboard with highlighting and underlining your email contents. A clear and concise email is a reflection of your working style.