We send emails at a staggering rate, but surprisingly, many people still don’t fully understand email etiquette. Email etiquette is extremely important to follow, as a professional and well-written message can go a long way in business. From impressing potential new employers to gratifying unhappy customers, a great email can be very powerful. Here, we share some of the email etiquette tips that all employees should follow.
Make it clear what your email is about
Never underestimate the importance of a clear and engaging subject line. This is what the recipient of your email will see first, and it’ll play a huge role in whether they decide to open the email or send it to spam. Make sure your subject line is concise but informative and stay away from anything misleading. This will only frustrate the email recipient.
Take a professional tone
If you’re emailing a colleague that you know well, an informal tone is probably fine. However, when emailing a new recipient, don’t assume that humour or informalities are appropriate. You should always remain professional, just in case.
Proofread your email
Before you hit send, check over your email. Is your message clear? Have you included a subject line? Have you written the recipient’s name correctly? Are there any spelling mistakes or grammatical errors that need to be corrected? These are all questions you need to ask yourself before sending an email.
Another important thing to check is whether you’ve attached the right documents. Sending a follow-up message will confuse the email chain and potentially frustrate your recipient.
Offer clear steps for the recipient to follow
As we all know, there’s nothing more frustrating than emails we don’t know what to do with. Make sure you offer the recipient simple steps to follow to ensure your message is clear and your motives evident. If you’re emailing a potential new employer, let them know exactly what you’re trying to gain from the communication. If you’re responding to a complaint, let the customer know what to do next if they’re still unhappy with the action you’ve taken. A simple line or two can make the communication chain much easier to follow.
Use a professional signature
A professional email signature can impress your recipient, especially if you have a particularly grand job title! It will also give them the information they need to contact you if you’re not replying to emails, such as your company website and phone number.
Like all companies, you probably rely on email communication to sign contracts and network with important clients. However, with a vulnerable email server, poor email etiquette will be the least of your concerns.
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