Email, once considered a casual form of communication, is now one of the most preferred forms of corporate communication. Here are few corporate email etiquettes that one must practice:
Keep it short and crisp
When writing an official email, make sure it is short, crisp and to the point. Most working professionals receive a number of emails every day. An organised, clean email will help one understand, organise and respond soon. "If a message can be conveyed in one sentence, there is no point beating around the bush. Stick to the information relevant and leave the rest behind. Besides, writing a crisp, formal email will help you build a good impression," says Simran Jain, an accountant by profession.
Avoid heavy attachments
Most official email accounts have limited storage space. Besides, heavy emails often bounce back or are marked as spam. Hence, one must avoid attaching heavy files and documents in an official email unless absolutely necessary. In case the file must be attached, zipping the file may help. Alternately, ask the recipient for an alternate email id. Manju Bulchandani, an HR professional says, "On an average, corporate professionals exchange over 15-25 emails in a day. Most of these come with very heavy attachments. Hence, we get a lot of complaints of email accounts being jammed. The best way to pass on heavy files is through an alternate email id."
Subject line matters
The subject line of an email is most important. For your email to be read and marked by the receiver, the subject line must be catchy. However, this does not mean that the subject line is misleading. For example, if the email is about a new project offer, the subject line must be self explanatory. Refrain from using long subject lines, since it doesn't catch the reader's attention easily.
Don't email when you are angry
When angry, we often tend to express things that we later regret. In turn, when angry, the tone of our email is aggressive. One must understand that the reader could perceive what you have written in different ways. So, there could be a time when the email appears more aggressive than it actually was. Make sure you are in a pleasant state of mind when replying to a challenging email. You could save the email as draft and read it again in a couple of hours. Chances are that you delete the entire email typed or tone it down drastically.
Acknowledge emails
One of the most important email etiquette is to acknowledge. An acknowledgement need not be long, even a sentence as an acknowledgement is well received. It helps maintain the organisations goodwill. In case you plan to respond to the issues mentioned in the email in detail, make sure you start a message with a polite greeting.
Don't use capital letters
One of the biggest email goof ups is using capital letters. Whether done intentionally or by mistake, writing an email in capital portrays a very harsh tone of communication. Even though the reply is not intended to sound harsh, an email typed in all caps appears angry and rude. Further, it also maligns the recipient's impression of you. The use of all bold characters must also be avoided.
Font and colour
Fancy font and multiple colors is something that a business email must sparingly have. It makes the email appear casual. While colors are sparingly used to highlight important facts, one must be careful about the colour being used. "The ideal font for an email is Sans Serif or Times New Roman with 12 as font size. One must avoid using red and orange to highlight a specific message in an email. Both these colours make the email appear aggressive. Instead, the focus must be on using shades of blue, green, or grey. The most important thing to keep in mind when using colours is the combination. An email with more than two colours can hurt the readers eye. Important points could also be pointed put by italicizing it," explains Bulchandani.
Proofread your mail
Last, but not the least, re-read your email before you send it. Chances are that you may have misspelt a word or may have missed an important point. For those working in the field of public relation, or corporate communication, typos are big no-no! Emails with constant and multiple typos and grammatical errors will do harm to your professional reputation.
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