Important Guidelines of Email Etiquette (Replying and Sending emails…
Important Guidelines of Email Etiquette
Use of personal email account in work will reduce credibility and professionalism
Office email should not be used when handling personal matters
Examples: spreading content such as links and attachment containing jokes and entertainment videos
Misuse of office email account may lead to misunderstanding of inappropriate behaviour
use office email account
corresponding to work
Replying and Sending emails
Refrain from emailing someone
when it is more effective to call.
You should email only if you are unable to reach him/her on the phone
When sending email to someone for the first time, identify yourself first
Give an interim reply when you are working on a response that the recipient is expecting
Be mindful of spamming others when you reply all
Do not put others on CC unnecessarily
Avoid using bcc because communications should be opened and professional
Language and Tone
Use proper english
Write and reply in full sentences
Do not reply with a single word e.g.) "Noted".
Use politeness and courtesy are appreciated
Do not use emojis
Deemed as unprofessional
Readers may not take sender seriously
May cause misunderstanding
Do not capitalise words, enlarge fonts, bold the text and avoid the use of exclamation marks
Symbolises intorlerance or shouting
Ensure the content has no spelling and grammar mistakes
Avoid being emotional at all times
Be polite and courteous
Be polished with you expressions
Try to sound positive or neutral even when conveying less positive information
Set a reasonable timeline
You cannot expect others to reply immediately in the following morning
after you email them.
Set the timeline based on working days. Do not expect others to work during weekends and public holidays
Any email sent after office hours (technically) means the email is sent on the next working day.
Consider working days and hours in the context of your recipients
When attaching the document,
address the person
and write a short note. Do not leave the subject line and text box blank
Refrain from attaching large sized documents
Ensure you zip the email before sending it.
Where appropriate and safe, use cloud services Examples: Dropbox, Flickr
graphics to reduce file size.
Use short but proper file names that recipients can understand at a glance when there is more than 1 attachment