E-mail is an integral part of any official communication. Time changed and many technologies arrived but still, e-mail is the most authentic way of communication in the professional world. For everyone, be it colleagues, client, or vendors it is the best way for official correspondence. In nutshell, it is a lifeline of the professional world. But are we taking this seriously? There are many cases when the e-mail sent wasn’t in a professional manner and in most of the cases the sender was a regular communicator. Here are few Dos and Don’ts in e-mail communications.
- Read before sending: Most of the time we just write and press send command. But it is strongly recommended to read the mail before sending, even if the content is very less. You can avoid many big mistakes just by reading it again. Sometime you may improve your words as well.
- Use right subject: Using too long subject or too small subject is not okay. Subject length should not be more than a line. It should contain right information which should be able to tell receiver about the content. For example, if you are sending an Introduction letter to your client then subjects can be like this
× Sub: Intro / Sub: FW: Intro / Sub: Introduction
√ Sub: Introduction Letter | XYZ Company
- Content Formation: Use right content formation with proper body and conclusion. The content must be clear in its message. Crisp and clear emails are always appealing. No one has time to read useless gossips. If the e-mail is just for information then describe incidents neutrally and without adding a spice of your opinions.
- Salutation: Use proper salutation. Know about the receiver before sending mail. Suppose if you are sending mail to a doctor then write “Hello Dr. ABC” in place of “Hello Mr. ABC”.
- E-mail ID: Try to use human id and avoid department id unless it is meant for a certain group. For example, email@example.com should be replaced with firstname.lastname@example.org ( assuming sender’s name is Sofia)
- Avoid writing in emotion: Never write mail when you are under influence of some emotion. Angry or happy both the condition are bad. Be calm while writing emails. Emotions affect the words.
- Too many CC & BCC: Don’t mark an email to the persons it is not meant for. We use to copy a list of unnecessary peoples and their name appears in each and every response. Mark mail to the concerned persons only. Also, BCC is an important tool, don’t send it to the person who may reply to all and it becomes an embarrassment for you.
- Reply All: “Reply all” is a very common mistake we do while responding. Even if it is marked to many, it doesn’t mean that your response should be known to all. For example, an HR guy sent a mail to all department users asking their PAN card detail for the system update. You will find many persons who reply with “reply all” option and you are seeing their details.
- Grammar and Spelling mistake: Almost every e-mail app is having to spell-check feature and if you read before sending then you can avoid grammar mistakes as well.
- One lined content: Sometimes we just write one line like “am I invited?” it is really odd. While one-liner saves time, it is bit rude.
- SMS Language: This is a must thing to avoid. With increasing use of mobile, we are habitual of SMS language where abbreviated words are used. For example “dis is nt ok” in place of “This is not okay.