Corporate email etiquettes – Do’s and Don’ts

Email is a big means of our communication to our clients, partners and also other branches within the company. Sometimes we communicate with the clients through mail only. Hence we can’t take Email for granted. Every organization needs email etiquette and they are very important for organizations.

Email is a simple still effective means to make great impression by just giving a bit of attention.

Let’s check what the most common email etiquette\’s are.

• Reply is must: – The golden rule of emailing is reply within 24 hours. Every person who mails you needs a quick reply or urgent response. Hence you must reply the mails ASAP (As soon as possible)
• Meaningful titles: – The subject titles must be meaningful and related to the content of the mail. For example if the mail is regarding any product information then the subject title must be “product A information” or “Information about product A”.
• No to “Reply to all”: – Never use the reply to all option when replying to any received mail. This is not a compulsory to reply to all. Hence try to create new mail or remove all from the list except for the one who is responsible to get the mail.
• What about BCC and CC: – put the responsible one in the reply to and others not so important personals in BCC and CC.
• Use Reply :- Never leave a mail open i.e. if you have to reply for the same subject make sure you use the reply option instead of creating new mail.
• Cross Check: – Do read the mail before sending. May be you get some spelling or grammatical errors while creating the mail. Hence cross checking is important.
• No Confidential information: – Never mention any thing that can be considered as confidential like your bank account details, Locker passwords, ID passwords etc. Mail hacking is a common practice these day and sharing confidential information can cost you a lot.
• No to Cyber language: – Cyber language is common these days. Using abbreviations and emoticons are n trend but are not allowed for professional mails. Using words like “coz instead of because”, “d instead of the” and using smiles J are not allowed.
• Captions are BIG no: – Never create any mail in capital letters. This depicts like you are shouting on the receiver of the mail. Hence a big no to the options.
• Reception request rejected: – Never ask for deliver and read receipts. This points that the receiver is careless and won’t be attending your mails. This isn’t meaningful etiquette.
• Re-sending not recommended: – Never resend any mail until it’s very very very important.
• Avoid long sentences: – Try to wind your information with in small sentences, as long sentences decrease the interest in reading the mail.
• Font used: – Make a standard font size and font color. Never use multi-color for official mail.
• Attachment: – Don’t attach meaningless and unnecessary attachments. Also mention the details of all attachments send with the mail.
• Gender neutral mail: – Try never to point on the gender. Make it gender neutral up to an extent.
• Don’t reply until you know what to: – Never reply to any mail you don’t know the matter.

By following these email etiquette at work you can make a great communication with your customers and clients. Try never to overrule these points as all are very important while using an official mail.