Tech

How to Mind Your Manners With Email Etiquette

Communicate clearly and avoid common email problems.

Despite the proliferation of online communication methods, email remains the most popular means of sending nearly 300 billion emails per day in 2019. Whether you’re new to email or have been using it for decades, follow the rules of email etiquette.

Illustration of 5 Rules of Email Etiquette

Nick Reiter / Lifewire

Please check before sending a message

Enter the recipient’s address, create an appropriate subject, write your message, attach the receipt, and go back to verify that everything is correct.

  • message confirmation. something unclear? Are there grammatical or typographical errors? Did you say everything you wanted to say?
  • source check. Does the link to an external source clarify the meaning? Do links help recipients find your website quickly?
  • look at the recipient’s name. Forgot an important person who needs to check your messages? Did you add someone who can’t see your messages?
  • look at the address. If you have more than one message, you should send the message that best suits the purpose of the message.
  • Message Prioritization. Need to mark a message as important?
  • Add Receipt. Forgot attachment?

Don’t always reply to everyone.

You need to know when to respond to all group emails and when not to. If you need everyone in the original email (the one you reply to) to know what to say, use Reply All.

Example: Person A emails you and B with an idea to celebrate their boss’s 10th anniversary at the company. Your answer relates to both person A and person B, so use Reply All to reply to both people.

If someone emails you and 20 other friends a party invitation, your reply will likely be unrelated to the other email recipients. So, using Reply to send replies only to the original sender.

Write effective subject lines

The key to writing a good email subject line is to briefly capture the essence of the message. Here are some examples:

  • Sales meeting changed to 3am
  • halloween party invitation
  • Edit website text
  • 20 best video tips of the week
  • Details about your new membership
  • Confirm Appointment
  • We are looking for volunteers for our fundraising event.

To make your subject line more effective, include the action you want your recipients to take. Yes:

  • Halloween Party Invitation – Reply by May 11th
  • Edit website text – approval required by Tuesday

Please explain why you are delivering.

If you forward someone else’s e-mail message, explain to the new recipient why you’re doing it, and what you’re getting from it. For example, suppose a customer named Jay sends you a question and you don’t know the answer. Forward the message to your colleague Sara with the following note: “Sara, Jay wants to know how to log into our portal from a mobile device. See below for more details. can you help?”

Explain why you are doing CC.

If you refer to someone in your email message, explain to your primary recipient why you are doing so and the reference. Suppose Jenna wants her to join your book club and her you sent her information about her teeth. She references Ann, the book club leader, and can text Jenna, “I’m referencing our leader Ann so she can see what I’m sending you and fill in the gaps I’ve missed.” In the process, Ann also knows why she receives a copy of her message.

Notifies the sender that the message has been received.

E-mail messages can be lost from mail or spam filters. As a courtesy, especially for important messages (messages such as attachments or deadlines), write a quick note to notify the sender that you have received the email. For example, if your boss sends you a new project to work on, reply, “Okay, I’ll start tomorrow.”

use abbreviations sparingly

Not everyone knows all abbreviations, so use as few as possible only if you are sure the recipient knows what the abbreviation means. There are several abbreviations commonly used in business email communications. Here are a few:

  • ASAP: ASAP
  • By the way: By the way
  • EOD: end of the day
  • ohm: End of message (usually used in subject line to indicate that no email body follows)
  • EOW: This weekend
  • Note that: for your information
  • In my opinion: I think
  • OOOO: out of the house
  • yes/no: yes or no

Beware of satire and humor

They don’t understand the context of an email’s facial expression and tone, so it’s not a good medium for expressing satire or humor, especially to unfamiliar recipients. Keep your message simple and direct, at least until you know the recipient better. If you really can’t help it, show that you’re joking by adding a smiley or smiley emoji.

Choose the right ending

Sometimes it’s hard to know how to end an email message. Here are some suggestions depending on the situation.

  • Thank you very much or Thank you very much: When making a request.
  • love or hug: When the recipient is a friend or family member.
  • applause or enjoy it: When the recipient is an acquaintance.
  • thank you: If your message is formal.
  • safety or safety: When you want to maintain a formal business tone.

More information

How to Mind Your Manners With Email Etiquette

Communicate clearly and avoid common email annoyances

Despite the proliferation of online communication methods, email remains the most popular, with nearly 300 billion emails sent every day in 2019. Whether you’re brand new to email or have been using it for decades, make sure you’re following the rules for email etiquette.

Nick Reiter / Lifewire Review Your Message Before You Send

After you enter your recipients’ addresses, create an appropriate subject line, write your message, and attach a couple of supporting documents, go back and make sure you did everything right:

Review the message. Is anything unclear? Are there any grammatical errors or typos? Did you say everything you wanted to say?
Check your sources. Would a link to an outside source clarify your meaning? Would a link help your recipient find a website quickly?
Look at the recipient names. Did you forget an important person who needs to see the message? Did you add someone that shouldn’t see the message?
Look at your address. If you have more than one, be sure to send the message from the most appropriate one for the purpose of the message.
Determine the message priority. Does the message need to be tagged as important?
Add supporting documents. Did you forget the attachments?
Don’t Always Reply All

You should know when and when not to Reply All to group emails. If everyone in the original email (the one you’re responding to) needs to know what you have to say, use Reply All.

For example, person A emails you and person B to come up with ideas about how to celebrate your boss’ 10-year anniversary with the company. Your response is relevant for both person A and person B, so use Reply All to reply to both of them.

If someone sends a party invitation through email to you and 20 other friends, your response isn’t relevant to the other mail recipients, so use Reply to send a response only to the original sender.

Write Effective Subject Lines

The key to writing a good email subject is to make sure that it briefly captures the essence of your message. Here are a few examples:

Sales Meeting Changed to 3:00
Halloween Party Invitation
Website Text Revisions
This Week’s Top 20 Video Picks
Details of Your New Membership
Confirming Your Appointment
Request for Fundraising Event Volunteers

To make subject lines more effective, include the action you want the recipients to take, such as:

Halloween Party Invitation – RSVP by May 11
Website Text Revisions – Need Approval by Tuesday
Explain Why You Forward

When you forward an email message from someone else, explain to the new recipient why you’re doing it and how you expect them to benefit from it. For example, let’s say a client, Jay, sends you a question, and you don’t know the answer. Forward the message to your colleague, Sara, with a note saying, “Sara, Jay wants to know the process for logging in to our portal from his mobile device. See below for details. Can you help?”

Explain Why You CC

If you cc someone on an email message, explain to the primary recipient that you’re doing so, and why. For example, let’s say Jenna wants to join your book club, and you’re sending her information about it. You would cc the book club leader, Ann, and write to Jenna, “I’m cc’ing our leader, Ann, so she can see what I’m sending you and fill in anything I might have left out.” When you use this process, Ann also knows why she’s receiving a copy of the message.

Let the Sender Know Their Message Has Been Received

Email messages can get lost in the mail or in the spam filter. As a courtesy, especially with important messages (such as those with attachments or having to do with deadlines), write a short note to let the sender know their email was received. For example, if your boss sends you a new project to work on, reply with, “Got it, I’ll get started tomorrow.”

Use Acronyms Sparingly

Not everybody knows every acronym, so use as few as possible, and only when you’re sure the recipient knows what they mean. There are several acronyms that are commonly used in business email correspondence. Here are a few:

ASAP: As Soon as Possible
BTW: By the Way
EOD: End of Day
EOM: End of Message (typically used in the subject line to indicate there is no email body to follow)
EOW: End of Week
FYI: For Your Information
IMO: In My Opinion
OOO: Out of Office
Y/N: Yes or No
Be Careful With Sarcasm and Humor

Because you don’t get the context of facial expressions and tone of voice in email, it’s not a good medium for expressing sarcasm or humor, especially with recipients you don’t know well. Express your message simply and straightforwardly, at least until you get to know a recipient better. If you really can’t help yourself, include a smiling or laughing emoticon to show you’re kidding around.

Choose an Appropriate Ending

Sometimes it’s hard to know how to end an email message. Here are a few suggestions, based on the situation:

Thanks or Many Thanks: If you’re asking for a favor.
Love or Hugs: If the recipient is a friend or family member.
Cheers or Best: If the recipient is a casual acquaintance.
Sincerely: If your message is formal.
Best Regards or Kind Regards: If you want to maintain a formal business tone.

#Mind #Manners #Email #Etiquette

How to Mind Your Manners With Email Etiquette

Communicate clearly and avoid common email annoyances

Despite the proliferation of online communication methods, email remains the most popular, with nearly 300 billion emails sent every day in 2019. Whether you’re brand new to email or have been using it for decades, make sure you’re following the rules for email etiquette.

Nick Reiter / Lifewire Review Your Message Before You Send

After you enter your recipients’ addresses, create an appropriate subject line, write your message, and attach a couple of supporting documents, go back and make sure you did everything right:

Review the message. Is anything unclear? Are there any grammatical errors or typos? Did you say everything you wanted to say?
Check your sources. Would a link to an outside source clarify your meaning? Would a link help your recipient find a website quickly?
Look at the recipient names. Did you forget an important person who needs to see the message? Did you add someone that shouldn’t see the message?
Look at your address. If you have more than one, be sure to send the message from the most appropriate one for the purpose of the message.
Determine the message priority. Does the message need to be tagged as important?
Add supporting documents. Did you forget the attachments?
Don’t Always Reply All

You should know when and when not to Reply All to group emails. If everyone in the original email (the one you’re responding to) needs to know what you have to say, use Reply All.

For example, person A emails you and person B to come up with ideas about how to celebrate your boss’ 10-year anniversary with the company. Your response is relevant for both person A and person B, so use Reply All to reply to both of them.

If someone sends a party invitation through email to you and 20 other friends, your response isn’t relevant to the other mail recipients, so use Reply to send a response only to the original sender.

Write Effective Subject Lines

The key to writing a good email subject is to make sure that it briefly captures the essence of your message. Here are a few examples:

Sales Meeting Changed to 3:00
Halloween Party Invitation
Website Text Revisions
This Week’s Top 20 Video Picks
Details of Your New Membership
Confirming Your Appointment
Request for Fundraising Event Volunteers

To make subject lines more effective, include the action you want the recipients to take, such as:

Halloween Party Invitation – RSVP by May 11
Website Text Revisions – Need Approval by Tuesday
Explain Why You Forward

When you forward an email message from someone else, explain to the new recipient why you’re doing it and how you expect them to benefit from it. For example, let’s say a client, Jay, sends you a question, and you don’t know the answer. Forward the message to your colleague, Sara, with a note saying, “Sara, Jay wants to know the process for logging in to our portal from his mobile device. See below for details. Can you help?”

Explain Why You CC

If you cc someone on an email message, explain to the primary recipient that you’re doing so, and why. For example, let’s say Jenna wants to join your book club, and you’re sending her information about it. You would cc the book club leader, Ann, and write to Jenna, “I’m cc’ing our leader, Ann, so she can see what I’m sending you and fill in anything I might have left out.” When you use this process, Ann also knows why she’s receiving a copy of the message.

Let the Sender Know Their Message Has Been Received

Email messages can get lost in the mail or in the spam filter. As a courtesy, especially with important messages (such as those with attachments or having to do with deadlines), write a short note to let the sender know their email was received. For example, if your boss sends you a new project to work on, reply with, “Got it, I’ll get started tomorrow.”

Use Acronyms Sparingly

Not everybody knows every acronym, so use as few as possible, and only when you’re sure the recipient knows what they mean. There are several acronyms that are commonly used in business email correspondence. Here are a few:

ASAP: As Soon as Possible
BTW: By the Way
EOD: End of Day
EOM: End of Message (typically used in the subject line to indicate there is no email body to follow)
EOW: End of Week
FYI: For Your Information
IMO: In My Opinion
OOO: Out of Office
Y/N: Yes or No
Be Careful With Sarcasm and Humor

Because you don’t get the context of facial expressions and tone of voice in email, it’s not a good medium for expressing sarcasm or humor, especially with recipients you don’t know well. Express your message simply and straightforwardly, at least until you get to know a recipient better. If you really can’t help yourself, include a smiling or laughing emoticon to show you’re kidding around.

Choose an Appropriate Ending

Sometimes it’s hard to know how to end an email message. Here are a few suggestions, based on the situation:

Thanks or Many Thanks: If you’re asking for a favor.
Love or Hugs: If the recipient is a friend or family member.
Cheers or Best: If the recipient is a casual acquaintance.
Sincerely: If your message is formal.
Best Regards or Kind Regards: If you want to maintain a formal business tone.

#Mind #Manners #Email #Etiquette


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