Email Etiquette 101
Email has become a very common means of communication, there is an estimate growth to 333.2 billion emails per day by 2022. That is a lot of poorly typed words that give wrong impression and missed opportunities. Many of us just shoot out emails without a second thought, but let’s look at that a different way. If you were to talk to your potential boss or teacher would you be abrupt and even disrespectful to them when speaking to them directly? Most likely not. So, in your email you must also show your best qualities, to build a relationship of respect and stand out from the crowd with an incredible, respectful, well spoken email. Here are some tips.
P.S. When in doubt it is always best to side with professional over casual.
An email can make or break a potential opportunity for you so send and respond to them wisely!
Leila Lewis, Be Inspired PR
With someone you are close to: There are very few etiquette rules for emailing family and friends even classmates. Slang, informal greetings, emojis, shorthand are all OK.
Difficult or emotional topic: Topics that are difficult to discuss or emotionally charged should be done in person or speaking over the phone.
Email leaves much to be desired in knowing the tone and intent of words you are trying to send across. Never send an email when angry or upset. Write your first draft and leave it for at least 2 hours when you have had a chance to calm down and revisit the draft. If you send when emotions or temper is high you are more likely to be misunderstood only adding to your frustration.
First meeting: the first time sending an email to a peer or a new acquaintance or peer the email should be more formal. Be sure to send a signature and a greeting. It lets them know you really did mean to send to them and shows them how you like to be addressed. It is an introduction after all, the show of respect always starts the two of you on the right footing. As you carry on your emails will fall into the good friend and family criteria.
Emailing Instructor: Your questions on an assignment should be clear. Check your syllabus and assignment instructions thoroughly before hitting send. Sometimes your questions are in the instructions and bothering your instructor with tedious emails is time consuming and unwelcomed.
Internship, job application, employer, professional atmosphere: These are professional and there is no place for emojis, humour, and must always be formal. Even when you develop a more relaxed rapport, even if you go out for drinks with your boss you must always keep your email and text correspondence professional, that person is your boss, don’t forget that.
Customers and Sales: Please do not fling out a casual email to a potential or regular customer an email that is filled with emojis and slang or shorthand text. This is disrespectful and it assumes you are on party and fall-down drunk terms with the customer. Your customer is your boss! I have ended countless relationships with companies because of this casual hap hazard communication. Always treat your customer and potential customers like they are your boss, with respect and professional correspondence no matter if they are being rude or not, you are paid to have better manners and patience with customers.