5.09.2013

5 Dos and Don'ts of e-mail etiquette

Writing e-mails is easy, right?

Wrong. I'm willing to bet that everyone has sent or received an e-mail they were not impressed with. Sometimes it's for an unforgivable spelling mistake, like the sender replying to you and addressing you by a different name (even though you clearly typed it out in your original e-mail to them). E-mail etiquette is something a lot people need help with.

So, to help you out (but really to complete an assignment), I've searched the web and found the most common tips from Microsoft, The University of Toronto, and The Huffington Post.


DO: Be informal.
You don't want to sound like a robot or an automated message. Be professional, but conversational. Don't use big words when you wouldn't use them in a conversation over the phone or face-to-face.
DON'T: Be sloppy. 
Remember who it is you're e-mailing. If it's your best friend, you can use abbreviations such as LOL or OMG. If you're sending a message to someone in your company, where you all know certain acronyms, use them. Just don't send an e-mail to someone you hope will hire you and throw in a TTYL (talk to you later).

DO: Keep it short.
No one wants to open an e-mail and find a two-page essay waiting to be read. Try to be brief and to the point.
DON'T: Leave out key points.
Keeping it short doesn't mean cutting out crucial questions or statements. Make sure you get your point across and get all of the required information in. Leave out anything that isn't pressing.

DO: Watch your spelling, grammar and punctuation.
It seems like common sense, but a lot of people aren't careful when they're shooting off e-mails. Misspelling a word, using too many exclamation marks, and switching between past, present and future tenses isn't a good thing when it comes to e-mails.
DON'T: Rely solely on spell check. 
Spell check is so useful. Unfortunately, one word can have multiple meanings or spellings, and spell check could fail you if you aren't careful. Make sure all of the words you decide to change with spell check make sense in the context of your e-mail.

DO: Re-read your e-mail before sending it.
Have you ever hit the "send" button and then realized you never finished a sentence? Make sure you read over your e-mail so you catch spelling and grammar mistakes, and to make sure your e-mail makes sense. If you aren't sure, read it out loud to yourself. If it sounds like a conversation, you're good.
DON'T: Over-think the e-mail.
It happens. You think you'll just do a quick check and 20 minutes later you've re-structured your entire e-mail. Chances are, what you had written originally just needed some fine-tuning, not a complete replacement.Trust your gut.

DO: Respond promptly.
It's no fun to wait. Most people expect responses within 24 hours, so make sure if you receive an e-mail or a reply to an e-mail that you send one back.
DON'T: Send pointless replies.
Another common sense thing that is sometimes overlooked. Before you hit reply, ask yourself if anything important has to be said, or if there are any follow-up questions to what you've received. If not, it's probably best not to fill up the other person's inbox with a one-word response.