E-mail etiquette at work
A big part of my time at work is spent writing and responding to e-mails. So I thought I would compile a few tips on e-mail etiquette in the professional setting. The following may be no-brainers, but still serve as good reminders for those who spend time at work communicating electronically.
Remember, an e-mail is forever
Even if you thought you deleted an e-mail, it can still be recovered. Do not send anything in an e-mail that you would not want to see published in the front page of the local newspaper. If you are angry or upset, take a breather. A momentary lapse during a bad mood can be commemorated forever in an e-mail. Attempts at evoking humor through e-mail can be misinterpreted and lead to misunderstandings. Keep the tone professional and straightforward. Do not use emojis. Remember that typing in all caps means you are shouting and should be avoided.
Think twice before hitting “Reply All”
When you are copied on a large group e-mail, use discretion when hitting the “Reply All” button. If what you are about to send does not add to the group conversation, consider not sending or sending to a smaller group. It will save people the hassle of reading and deleting an e-mail that does not pertain to them.
Do not forget to attach attachments
Have you ever sent out an e-mail that was supposed to include attachments and realized after the fact that you forgot to attach? I have, and it is annoying and embarrassing to have to send a follow-up e-mail, usually with some self-deprecating statement about why you forgot to attach. One trick I have learned is as soon as you type the word “attached” (e.g., “Please find attached…”) to immediately attach the documents in question before writing the remainder of the e-mail.
Proofread, proofread, proofread
Take the time to read over an e-mail before hitting send to avoid typos that could be embarrassing. Sometimes omitting a word or a letter could make a huge difference in what you are trying to say. Do not confuse their/there/they’re and other such homophones. Check spelling and grammar. Do not always rely on spellcheck to do it for you. Make sure that what you are saying makes sense, especially if it is a long note. Sometimes, it helps to read the e-mail out loud before sending.
Consider the venue
Sometimes e-mail may not be the best way to deliver a message. E-mail is a quick and non-intrusive way to communicate with one person or multiple people at the same time. However, if it is an emergency and you need to speak with someone right away, or if the message is complicated or involves a sensitive topic, it helps to pick up the phone or even walk down the hall to explain personally. Your voice inflections and facial expressions can sometimes help more than words on a computer screen. Sometimes, I will call someone to explain an issue and then follow up the conversation with an e-mail. I find that this gets the message across more clearly and avoids miscommunication and confusion.
You have worked hard to establish your reputation at work. Do not let an e-mail misstep negatively affect your professional image.