Email has become the most widely used tool for professional communication. In some situations, such as reaching out to a possible new employer or client, an email may be the first impression that you create; thus, creating a professional image is crucial.
Though sending and receiving emails is something that we do daily, we may forget that proper business etiquette is a must.
- Correct Addressing: When addressing an email, be sure to consider your recipient and the reason for the communication. If you’ve never met the person, maintain a high level of formality by addressing the recipient by their title. Until explicitly told by the person to refer to them by a first name or another name, you should continue this level of formality.
- Professional Tone: Managing your tone is also important, especially while using a company email service. An informal tone may indicate lack of professionalism and reflects poorly upon your company and you. To ensure that your tone remains professional, be sure to reread each email before sending to make sure that the tone is as professional as possible.
- Business Closing: In addition, using an appropriate closing is important. Avoid clichés and antiquated language and opt for sincere closings that convey a professional yet friendly tone, such as “Thanks” or “Thank you.” A proper closing can show readers that you’re professional yet friendly.
- Proper Attachments: When you need to attach a document or multiple items to your emails, be sure to alert readers to the attachment in the body of the email; don’t assume that they’ll know it’s there. If you need a response to the attachment, indicate as much in the email. If you plan to send multiple pages or a large file ask before you do, as some people prefer that you send only a small number of items. Be sure to save the items in a form that the recipient will most likely have, such as Word or PDF; if you’re unsure of what version they have, ask.
- Appropriate Subject Line: Many readers decide whether to read an email based on the subject line. Be sure that your subject line indicates concretely what’s in the email and the action that the reader should take. Helping the reader understand what the email contains and when and how they need to address it can go a long way toward enhancing your professional image.
Implementing these key points will ensure proper business email etiquette and help professionals write successful emails. If you need help with professional email writing or writing other business documents, please contact us at /Blog/61552/Writing-Business-Emails-and-Using-Proper-Etiquette or call toll-free 877-24WRITE (249-7483).