A lot of employees spend, on average, about a quarter of the work week combing through hundreds of emails. But according to Barbara Pachter, a career coach, plenty of professionals still don’t know how to use email appropriately. She outlines the basics of modern email etiquette in her book “The Essentials of Business Etiquette.” Here are some of the most essential rules you need to know.
1. Reply to your emails.
It’s difficult to reply to every email message ever sent to you, but you should try to, Pachter says. A reply serves as good email etiquette, especially if this person works in the same company or industry as you.
2. Use a professional email address.
If you work for a company, you should use your company email address. But if you use a personal email account — you should always have an email address that conveys your name, so that the recipient knows exactly who is sending the email.
3. Think twice before hitting ‘reply all.’
No one wants to read emails from 20 people that have nothing to do with them. So refrain from hitting “reply all” unless you really think everyone on the list needs to receive the email, Pachter says.
4. Include a signature block.
“Generally, this would state your full name, title, the company name, and your contact information, including a phone number. You also can add a little publicity for yourself, but don’t go overboard with any sayings or artwork,” Pachter suggests.
5. Use professional salutations.
Don’t use laid-back, colloquial expressions like, “Hey you guys,” “Yo,” or “Hi folks.”
“The relaxed nature of our writings should not affect the salutation in an email,” she says. “Hey is a very informal salutation and generally it should not be used in the workplace. And Yo is not okay either. Use Hi or Hello instead.”
6. Be cautious with humor.
Pachter says: “Something perceived as funny when spoken may come across very differently when written. When in doubt, leave it out.”
7. Know that people from different cultures speak and write differently.
Miscommunication can easily occur because of cultural differences, especially in the writing form.
According to Pachter, high-context cultures (Japanese, Arab, or Chinese) want to get to know you before doing business with you. Therefore, it may be common for business associates from these countries to be more personal in their writings. On the other hand, people from low-context cultures (German, American, or Scandinavian) prefer to get to the point very quickly.
8. Include a clear, direct subject line.
Examples of a good subject line include “Meeting date changed,” “Quick question about your presentation,” or “Suggestions for the proposal.”
“People often decide whether to open an email based on the subject line,” Pachter says. “Choose one that lets readers know you are addressing their concerns or business issues.”
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