Email Etiquette Tips Making Writing Appropriate and Impactful
Email now has potentially replaced the traditional handwritten letter for formal communication.
Even with the different kinds of latest communication modes being famous nowadays, email is still preferred as the proper formal communication mode.
Before getting started with it, go through these email etiquette tips for making a writeup appropriate and impactful.
Why Knowing Email Etiquette Tips is Significant?
Like the letter writing format, an email also has a particular way of writing, determining its tone. Though email is used for almost all sorts of communication in any organization, be it school or an office but the correct way of writing an email is often less explored and ignored by people.
Effective official communication, including the application for a job, an invitation for office or school-related seminars, business deals, and others, all are done with an email. Keeping this in mind, one must know the nitty-gritty of email etiquette to make it presentable and set a formal tone.
Keeping up the pace with the changing time and ever-evolving mode of communication format of email writing is now included in the curriculum planned for students, along with letter writing and other creative writing topics.
It is to reinforce the techniques and format of writing an email correctly. It is a well-known fact that thoughts can positively manipulate people and situations when nicely put in words. Get started with these email etiquette tips.
Important Email Etiquette Tips to Know
1. The subject line of the email:
This field is the first one visible when someone receives an email; hence this header is the essential part of the email.
Generally, the subject of the mail contains an overall view of the email. It provides the reader with an idea about the content, briefly informing them of the topic that is to be discussed in the mail.
The subject line must be short and crisp but informative. One must avoid giving too much detail in the subject section. The idea is to express more and write less and, at the same time, announcing the mail’s urgency.
However, one must avoid writing the subject in all capitals, assuming it appears as urgent. The subject line need not be written in a full sentence. A cluster of words may be used if it conveys the exact idea.
An email requires a formal opening, no matter how familiar one is with the receiver. The greeting styles set the tone of the entire email. The writer must be conscious of being politically correct in terms of addressing.
Replace a ‚Hi‘ or ‚Hello‘ with a ‚Good morning,‘ ‚Good evening,‘ or ‚Respected‘ even when sending the mail to a colleague. The salutation should be formal irrespective of whether the receiver is a known or unknown person.
However, in the case of replying in a trail mail, the salutation can be excused. The sender can forward the subject matter of the concerned email.
3. Font and format:
Typically just like a letter, an email also needs to be divided into paragraphs. Each paragraph is dedicated to specific detail. If the sender jots down all the essential concerns in a single paragraph, the reader may miss important information about the email topic.
For example, in case of a professional email like applying for a job, if the sender sends his or her phone number and professional details in the same paragraph, it may leave the receiver confused and searching for more important details.
The format also includes the contact information of the sender for easy reference. The font should also be formal ‚Arial‘ and ‚Time New Roman,‘ which are some examples of the formal font. Font size and color are also important aspects of an email.
For example, the color black is best suited for the formal purpose of writing. The font size, too, must be balanced. A disproportionate font, i.e., too large or too small font, might pose a problem for the reader to comprehend.
4. Language and facts:
Fact-checking is perhaps the most crucial aspect of email etiquette tips. We must be entirely sure of the fact we are going to share with someone before hitting reply. Fact-checking is essential as sometimes while gathering information from the internet or any printed media, we unintentionally include facts that initially belong to someone else.
Such works may be considered as plagiarized and potentially damage the writer’s image and the institution they represent. Thanks to the online paper checker tool available online, one can quickly identify and replace such words which are copied accidentally.
The writer must also be careful about the language they use. Supplement the casual language in the written piece with formal and respectful terms. The language needs to be full of high-sounding words, but it must be simple and easy to comprehend.
Thanks to the professional plagiarism checker tool available online, one can quickly check for plagiarism and replace such words which are copied accidentally. Hence, one can avoid plagiarism quickly without a struggle.
5. Rechecking before sending:
Cross-checking for grammatical errors and spelling errors is a vital part of the entire process. The quality of the content of the email depends on the flawlessness of the written work. It can be achieved with the help of the latest tools available in different search engines, capable of pointing out grammatical and spelling errors.
Also, double-check the attachment before clicking send. The last thing we want is to send the wrong attachment in a critical email.
6. Check recipients:
Often in a hurry, people tend to overlook the CC and BCC recipients. While choosing ‚Reply All,‘ the sender must go through the receivers‘ list that they aim to send the email to. Otherwise, it may lead to unnecessary confusion.
7. Sender’s email ID:
A formal email ID is part of the email etiquette tips. The sender’s email ID is visible and accessible for all, so one has to opt for a formal user name while communicating in a professional front.
Unlike face-to-face interaction, in an email, the sender is perceived by the receiver solely based on the written note. So it essential to get oneself accustomed to the dos and don’ts of writing an email.