Business Correspondence & Job Search Skills (Email Etiquette) (4.3…
Business Correspondence & Job Search Skills (Email Etiquette)
4.1 Email Account
2) Abusing office email accounts can be tracked by the company and disciplinary consequences will be involved. The individual would be regarded as unprofessional
3) Dealing with personal matters should not involve the use of office email accounts.
1) Using personal email accounts instead of your office email account when corresponding with stakeholders jeopardises credibility and professionalism.
4) Do not use your office emails to sign up for non-office subscriptions as it might lead to suspicions of seeking for benefits and unnecessary misunderstandings of inappropriate behaviour.
4.2 Sending and Replying Emails
2) Using the function ''Reply All'' instead of just the "Reply" spams others unnecessarily.
3) When you send an email to someone for the first time, greetings first.
1) Putting others on cc unnecessarily which is regarded as an inconsiderate act of spamming.
4) Have the habit of giving an interim reply when working on a response that your recipient is expecting. An interim reply also provides updates and assures the recipient that you are working on the matter
5) The use of bcc should be avoided as it is regarded as being unprofessional due to the communications not being ''opened''.
6) When calling is more effective, utilize it instead of emailing because it is much more straightforward.
4.3 Language and Tone
2) Avoid being emotional at all times. even if the other party uses unkind words, ignore them.
1) Use proper English. Simple English and short sentences are appreciated.
3) The use of emojis are unprofessional because readers may not take you seriously.
5) Avoid capitalise words, exclamation marks, enlarge fonts and bold texts. That can come across as being rude.
6) Spelling and grammar mistakes should be excluded.
4) The word "noted" can come across as overbearing. We have to be mindful about the usage of it.
7) Eloquent expressions makes the sender sound more positive when delivering bad news.
4.4 Setting Deadline
2) Set a reasonable deadline for responses from the recipients.
3) Set your timeline based on working days as you cannot expect others to work during the weekends and public holidays.
1) Any email sent after office hours technically means the email is sent on the next working day.
4) For rotational shifts, the "working hours" and "office hours" should be considered in the context of the recipients
1) Zip attachments and remove unnecessary graphics to reduce file sizes.
2) Using Cloud services such as Flickr and Dropbox makes attachments more secured.
3) Short and appropriate file names that recipients can comprehend easily should be used.
4) When providing documents, address the recipient and write a short note.
5) Large documents in particular, should be excluded.
Have the habit of giving an
when working on a response that your recipient is expecting. An
also provides updates and assures the recipient that you are working on the matter.
Use proper English.
Simple English and short sentences
When you send an email to someone for the first time,
Set your timeline based on
. If you work on rotational shifts, the
should be considered in the context of your recipients, not you.