Top 15 Email Etiquette Rules Evey Professional Should Follow - 2023
E-mail or electronic letters has become a very popular and largely essential communication medium in our life in the modern age of information technology. As we have to use it frequently, it is advisable to see whether it is being used properly and in a sophisticated, flawless manner. E-mail etiquette is not such that if you don't follow it, I'll come to you at twelve o'clock. They will only help to minimize errors and misunderstandings in your writing - keeping both sender and receiver satisfied.
So let's find out 15 tips that will make your e-mails acceptable and attractive at all levels.
1. Before sending the message, please review:
Send once, but check twice. So leave the e-mail unsent for a few minutes after writing it. "Gmail" and many other e-mail services and programs provide you with an "Unsend" feature that allows you to return a sent e-mail to redo it.
2. Don't reply all at once ("Reply All"):
If “Reply” is good, “Reply All” must be even better, right? Yes, it is, but only when all the information in the reply is equally important to everyone. Many people mistakenly send one's reply to everyone else with "Reply All". So you should think before clicking the “Reply All” button because there is no way to be careful.
3. Keep e-mails as small as possible:
Don't overwhelm your recipient with bulky e-mails. The speech should be short and clear at the same time. So don't hesitate to expand on important points, or text to make things clear. Don't just say no, try to finish the speech by saying. Even if you use bullet points or paragraphs in writing, it is possible to keep the writing quite short and refined.
4. Take a look at the e-mail header:
Behind every piece of writing there is a small trick, the main goal of which is to grab the attention of the readers. So is the responsibility of your writing title. The title is what the reader sees immediately after your, ie sender's, name. A good title will help your writing grab and hold the recipient's attention.
5. Do not send e-mail hoaxes:
The Internet world has a lot of unnecessary (and in some cases dangerous) oligarchy, which is spread through e-mail. Avoid opening or “forwarding” these types of tricks, tricks, or traps to others, no matter how fascinating they may be to watch or read. Because apart from spreading viruses on computers, they are often annoying and time-consuming.
6. Use anti-virus:
Use anti-virus to ensure that malware, "worms" or viruses cannot enter your computer or spread from you to someone else's computer via online/e-mail. You can get anti-virus for free at any computer store or on the Internet. But buying an anti-virus is much better than using any free antivirus.
7. State the reason for “forwarding” the e-mail:
Needless to say, the more structured communication you establish with the recipient, the stronger the relationship will be. So mentioning and detailing what you are sending, its importance to the recipient, or why you are “forwarding” something will make your e-mail more acceptable.
8. After receiving the e-mail, notify the sender:
The e-mail was somehow lost on the Internet? "Spam" did not eat the filter? To relieve the sender of these dilemmas, send an acknowledgment reply immediately after receiving the e-mail.
9. Ask for permission before sending large attachments:
If the size of the e-mail or any file inside is large, it is better to inform the recipient in advance for the convenience of the recipient or ask for his permission to send it. Or there may be a problem with his system, which will fall on your e-mail!
When in doubt, there is no pair of "Thank you" or "Thank you".
10. Talk about a topic in an e-mail:
"Complicated makes it complicated, made simple makes it simple..." So try not to bring everything together, just focus on one thing. If you want to download something else, don't write another e-mail, it's free! (Otherwise, you have to spend a bit more mobile data!)
11. Punctuation should be correct for e-mails:
Beards, commas, semicolons - there is a valid reason for using them. It is about being able to present your writing in a way that makes sense to the reader. So care needs to be taken to ensure that you use the correct punctuation in the right place.
12. Beware of using shortcuts or abbreviations:
Although the practice of using shortcuts has decreased a lot lately, many of us make a sentence shortcut by putting some words together to save time. Some common shortcuts nowadays are:
"Do you know?" Has become “DYK?”
"I don't know." Who is called “IDK.”
"For the win." Who is writing “FTW.”
And before using these various letter combinations, we need to understand that many people may be skeptical about the meaning of these constantly changing and inventing words. So even if you can't avoid them, you should write them with understanding.
13. Reduce image size and send:
Before using an e-mail, reduce large size large-size images. This makes it easy to open the mail and download images quickly. There are many websites online from which you can resize large images for free and without any hassle. For example:
14. Always be careful with spelling:
Whether it's e-mail for work, personal life, or for some reason to write something as a hobby, there is no excuse for spelling mistakes at any time. To improve the overall beauty of the writing, it is better to re-read the text before clicking the “send” button.
15. If in doubt, put “thank you” in the text:
Do not understand what exactly to pull the end of the writing? What if you say that the protection of the mind and the protection of self-interest are not playing in your mind? When in doubt, "Thank you" or "Thank you" - there is no pair! Everyone will understand its meaning and the word will adapt to the context. You can end the writing with a "thank you".I hope writing e-mails will become easier for you now and with the proper practice of the above rules, you will become an e-mail wizard.
Because, flawless e-mail FTW!
Best wishes.
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