Sanjukta Das
This blog post is dedicated to my students who encounter challenges with email etiquette or may not fully understand the importance of proper email conduct.
With the advent of email, a shift occurred from traditional business letters and memos to electronic communication. Business writers faced the task of adapting their messaging strategies to suit this emerging medium. However, just as professionals were mastering email etiquette, the widespread adoption of text messaging introduced another layer of complexity.
Many people now prefer texting over other forms of communication, like talking on the phone. Students especially like texting and using smartphones every day. Since more people are using phones, typing on them is becoming more common than using the computer to write. As a result, even people who are good with technology find it harder to type on small screens and make more mistakes than when typing on a regular computer keyboard.
While texting increasingly dominates informal communication and seeps into business messaging, maintaining a professional tone and clarity in emails remains paramount.
Here are some key reminders:
Avoid overly casual language
Opt for a more formal tone resembling memos or letters rather than texts. Ensure your sentences are complete and convey precise thoughts, avoiding assumptions about the reader’s understanding.
Avoid abbreviations
Common in text messaging; employ full words for email correspondence.
Stick to traditional rules of language and grammar
Including proper punctuation and capitalization. Resist overusing punctuation marks, particularly exclamation points.
Begin emails with a salutation
Such as “Dear xxx” or, in less formal situations, “Hi xxx.” Similarly, close your messages with a courteous phrase like “Thank you” to convey appreciation.
Keep subject lines brief
And relevant to accurately reflect the message’s content.
Respond promptly to emails
As delayed responses may reflect poorly on your professionalism. Ignoring legitimate emails can be perceived as disrespectful. Aim to address emails in a timely manner, even if briefly swamped with other tasks. Be mindful of when you send your emails. Aim to correspond during standard business hours to respect the receivers’ personal time. Reserve urgent matters for genuine emergencies outside of regular hours.
In essence, while email communication may be less formal than traditional letters, it remains a crucial tool for conveying information and shaping impressions, whether initial or final.
Considerations within email practices extends also to the maintenance of a suitable tone and language, the emphasis on thorough proofreading and editing,
Prioritize proofreading emails to catch any errors in grammar, punctuation, or spelling. Editing ensures that the message is polished and effectively conveys the intended meaning.
Adhering to these email practices serves to reduce misunderstandings, enhance productivity, and cultivate harmonious professional relationships.
