Email is basically instant communication; you sit in your office and send business correspondence, in a matter of seconds the recipient gets the mail. It is quick and easy to use, but this should not be an opportunity to forget the basic rules of good business writing.
Two essential ingredients of email messages are keeping a positive attitude towards your reader and maintaining a focus on their needs.
Poor communication skills will be exposed in e-mail messages. As you are most probably thinking and tapping away at the keyboard at the same time, your thought processes are revealed for all to see.
The speed of email can lead to inappropriate informality. Be careful to tailor the tone of your message accordingly. Distinguish personal from business emails, and avoid using exclamation marks and slang when writing to clients.
Because it is instant and free, some of us do not put enough thought, effort and care when sending emails. It is necessary that you pay attention to what is being asked and respond clearly. If you are not precise, this will make for more work because a further e-mail will be necessary.
These tips will help set the tone for more professional emails;
Tip 1: Do not Waste Other People’s Time
Always be professional and careful and remember that business email should not be used for frivolous correspondence. Go straight to the point and save your email recipient needless beating around the bush.
Elegant care and attention should be paid when using email as part of good workplace email etiquette.
For business efficiency, we should not subject our recipients to deleting useless emails, jokes they are not interested in reading or pictures that offend them. This is a waste of their time.
Tip 2: Be Clear and Concise In Emails
Use proper language and make it a point to be as clear as possible, concise and to the point.
If this is not done, more time is wasted figuring out what the email is trying to say; especially when there are spelling errors and short forms or actual words.
These are not good email manners, especially in a business setting.
Tip 3: Professional Email Expectations
Also, email may not be 100% confidential or private, so one should observe workplace email etiquette by NOT distributing personal information, credit card numbers and phone numbers.
In the fine print of the employee contract in some business workplaces, it states that your company reserves the right to monitor your email, the minute you are asked to leave the company all contacts and information contained in those emails rightfully belong to your employer.
Abusive conduct of email includes, mass forwarding of emails not related to work, questionable pictures and material on emails, offensive language used in an email, chain letters, in order words, spamming and creating a nuisance with emails.