Proper Email Etiquette

Communication and fast transport, have made the world small. Advancements in technology have made it possible, to speak with a person, who is sitting far away from us and also has become very much easy to reach places within hours! With regards to technology, our small world started with postal services and then telephones, that made communication a bit easier and faster. Until recently, these were the widely followed modes of communication. However, the communication domain, seems to be taken over by emails. Emailing is a communication mode that enables instant replies and therefore quick conversation. Be it communication for business, personal or any other reasons, email is our first preference!

Email communication is a very organized way of communication and it can do wonders, if you communicate properly. But, how to do it? Is it just typing the content and then sending it to the receiver? Definitely not! Communicating through email requires to follow a proper code of conduct, which can be termed as proper email etiquette.

What is Proper Email Etiquette on the Internet?

Emailing is a communication mode, wherein sometimes, you might not even know the person, to whom you are mailing. You therefore do not know, with what attitude is the other person going to look towards your email. If business is the purpose of your email, then you need to be careful and be professionally polite, with whatever you are addressing.

What is Your Email All About?
Remember this is business and none of us have time to actually read the entire content and then find out, what was the actual subject and purpose of the email. You need to start with a proper, but short subject line, which clearly mentions the subject and purpose of the email. Look at the email from the reader's perspective. Think, if you were the receiver, would you be able to figure out the main subject of the email? So do not ignore the subject line, include it properly and proceed to the rest of the content.

Manners Matter the Most!
Again, when you write professional emails, you need to address the person properly, by his last name. This is actually the beginning of your email and therefore it should be addressed to the right person and that too in a correct manner. Greetings like Mr., Ms., Dr. (if relevant) are mostly used. If you know the person well, then Dear can also be used.

Content - KISS!
This doesn't indicate to KISS the content, but it actually means, keep it short and sweet! Whether you are advertising your product, marketing or promoting it, or else you are reporting something, see that the content of your email is concise and precise. Right punctuations should be used at right places, so that the exact meaning is conveyed. Think as if the person is busier than you are, and accordingly try to convey your message in short language and simple sentences. However, in the pursuit of making it short, ensure that you do not miss out on any of the information.

Small Case Please!
In professional emails or when following proper email etiquette in the workplace, YOU SHOULD NOT WRITE THE CONTENT IN CAPITAL LETTERS! (how does this sound?) Certainly, writing the content in capital letters, sound aggressive and therefore, this should be strictly avoided! However, the use of capital letter is allowed, when the mail is something pertaining to appreciation or emphasizing on some achievement and when it is marked to people within the department.

Look What You've Written!
Once you have finished writing the content, you now need to go through it. Proofread the whole message, check for spelling mistakes, errors in framing sentences, also check for punctuations used wherever necessary. Check the authenticity of the content and only then mail it. End the email, with a professional goodwill!

To Whom are you Sending the mail?
This is the most important thing, when it comes to sending the email. Remember, you need to mention the address properly in the column. Check the email id twice, thrice before sending the email. Errors in typing the email id, might result in a technical error, or else the email might be sent to the wrong email account! Also mark all the necessary people in the Cc and Bcc columns given below.

Replying the Email
You need to reply to the mail, as a vote of gratitude towards the person, who has send you the mail or has replied to your previous mail. Possibly reply within a short time or if the reply has been delayed, then apologize for the delay and also specify the reasons for it. This sounds purely professional!

Email etiquette forms an important aspect of your professionalism and you need to apply as well as display them, while communicating through emails.