Workplace Email Etiquette Rules Every Professional Should Know

Business email etiquette is Much like proper phone etiquette, the way you speak, sound, and present yourself is extremely important. Within seconds, you create a first impression, and if you are not careful, you can easily lose a customer or turn off a client by the way you present yourself.

In our super tech-savvy business world, communicating through email is as normal as breathing, and it is an integral part of our business communication. Many employees make the mistake of thinking that since it is a form of communication that is not done through the phone or in person, it can be used in a much more informal manner.

While business communication through email can be redundant, it is important to keep yourself from becoming too lax with your clients, even regular customers. It is certainly appropriate to be personable, especially with established clients whom you’ve built relationships with, but you must remember to remain professional at all times, even with the simplest email manners.

Fortunately, there are plenty of standard email etiquette rules that are easy to follow, and they should be implemented regardless of whether you work for a small company, a large corporation, or you are self-employed from home. If you are self-employed as a contractor of any sort, then it is especially crucial that you adhere to basic business e-mail etiquette. After all, you are your own business and your communication alone is your calling card.

So what are some useful business email etiquette tips that everyone should utilize regularly in the workplace? Again, presentation is everything. This means that the way you address your e-mails, your subject lines, your text body, and even your attachments all make an impression.

Keep all of the following rules in mind:

Use common courtesy

Always begin your e-mail with a proper greeting and end it with a closing. Common greetings include “Hello,” “Good afternoon,” etc., and closings include “Kind Regards,” “Thank You,” or “Sincerely.” Also, your subject line should be short, sweet, to the point, and most of all, clear. You do not want your client questioning your e-mail and whether or not they should open it.

Formal Address Fields

Always be sure to type your client’s full name, and type it properly by addressing them formally and by their title. Do not assign them a nickname or call them by first name, unless you’ve established a relationship with them and you are in an appropriate position to do so.

Edit Your Message

No, the spell checker is not enough. Although this may sound obvious, many employees easily send e-mails without thoroughly reading and editing their messages on essay checker due to a heavy workload. While you may be very busy, do not rush to send an e-mail until you are certain your message is coherent and grammatically correct. Sloppy writing is an easy way to ward off potential clients.

Respond Promptly and Confirm Receipt

Be professional by responding to any email you receive within 24 hours. Also, when you receive any email from a client, be sure to notify them that their message was received. You can do this by setting up an automatic reply message. These basic courtesies are all important parts of basic business email etiquette for the workplace.