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Email Etiquette (Sending and Replying Emails (Refrain from emailing…
Email Etiquette
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Language and Tone
- Use proper english. Good grammar is appreciated. Try to sound positive or neutral even when conveying less positive information.
- Some people find "Noted" to be rude and commanding. The tone is softer if you say " I have noted the corrections."
- Do not use emojis. They are unprofessional and your readers may not take you seriously. It can be damaging if there is misinterpretations.
- Avoid being emotional at all times.
- Do not capitalise words, use exclamation marks, enlarge fonts and bold your text which are interpreted as shouting. Excessive punctuation marks like '???' can mean intolerance
Attachments
- If you are told to provide the document. You must also address the person and write a short note.
- Refrain from attaching documents, especially those that are large in size unnecessarily.
- Ensure you zip them before sending. If the recipient does not need to see the graphics, remove them first to reduce the file size.
- Where appropriate and safe, use services like Dropbox and Flickr.
- Have short and proper file names that recipients can understand at a glance.
Setting Deadlines
If you expect responses from your recipients, set a reasonable timeline.
- You cannot expect people to respond to you the following morning when you emailed them the previous day.
- Set your timeline based on others. You cannot expect others to work during weekends and public holidays.
- Any email sent after office hours means your email is sent on the next working day.
- If you work on rotational shifts, the 'working days' and 'weekends'/'off days' should be considered in the context of your recipients, not you.
Email Account
Only use office email account when corresponding with stakeholders at work
- Using personal email account for this will reduce credibility and professionalism of your message. Furthermore, there are security concerns of information leakage that may be viewed as unauthorised dissemination to unintended recipients that may lead to a lawsuit.
- Likewise, do not use office account when handling personal matters. It portrays a poor image of you and the company.
- Some companies track the email history of staff and if you are found to have abused your office email account, you may have to face disciplinary consequences. In addition, it reflects poorly on your image as you appear to be doing personal work during office hours.