If you ignore the rules of email writing etiquette, you run the risk of having people delete your email before they even read it. Find out how to actually get your emails read.
Many people in the business world spend a good portion of their day on email. Whether it’s reading, responding or writing, some people literally spend hours every day going through their email.
The problem is that email has become so easy to use that people over use it, get sloppy and sometimes just write bad messages.
1Why Email Writing Etiquette Is Important
Using proper email writing etiquette is important for two major reasons. The first is that effective emails make it easier for the recipient to respond to. This makes it more likely that you will get a valuable response.
The second reason is that it builds your email reputation. If you are known to send emails that are off-topic, ramble and are sometimes irrelevant, chances are that when people see your name pop up in their inbox, they won’t give it much priority.
If you develop an especially bad reputation, they may even delete your messages before they actually read them.
Following these email writing etiquette tips will get more of your emails read.
2Get to the Point
If it takes you more than 1/3 of the email to actually get to the point, you have probably lost most of your readers.
3Make Sure to Add a Subject
If it isn’t worth adding a subject line to your email, is it really worth sending? Not including a subject line is like saying that the message isn’t important or that you don’t value the recipient’s time enough to tell them what it’s about.
4Stay On Topic
Make the title of the email what it is actually about, and then stick to the topic. If you need to cover several different topics, either write several different emails, or somehow indicate in the title that there are several topics included.
5Make Sure It's Necessary
Before you hit the send button take a moment to decide if it is really necessary to send the email.
Keep in mind that even if you just say Thanks, every single person on the email will have to take a few seconds to stop, open and read the email.
Don’t send email if it isn’t really necessary.
6Use Punctuation
This isn’t about proper use of semi-colons and details like that. This etiquette tip is simply about capitalizing the first work of each sentence and using periods and commas. This is usually more of an issue for those who have to look at the keyboard when they type. If this is you, take a second to read your message before you send it to make sure it isn’t just one huge, run-on sentence.
7Answer the Questions
Many times, the whole purpose of an email is to ask a question. There may be information before or after the question(s) that give you additional information that may be necessary. However, many people get so caught up in the additional information that they never answer the questions.
This is such a personal pet peeve of mine that when I write an email, I usually repeat the questions I need answered at the bottom. Unfortunately, I am still shocked by the number of times my questions don’t get answered.
Proper email writing etiquette is to make sure you answer all of the questions that are asked. If you can’t provide an answer, tell them why.
8Make Sure an Email is Appropriate
The ease of sending an email has led many people to overuse the tool when it isn’t appropriate. The following situations are examples of when an email might not be the most appropriate way to handle an issue.
- If a lot of back and forth will be required – pick up the phone instead
- If it is likely to provoke an emotional response – a face to face meeting is better
- If you are annoyed or frustrated – wait until tomorrow to handle it
9Email Writing Etiquette Summary
Email is a powerful tool that helps you to be much more productive during the day. However, if you don’t follow proper email writing etiquette techniques, you run the risk of losing your readers. Spend the time to write great emails and you will get much better responses.
What Do You Think?
Do you have any other tips related to email etiquette that others might find helpful?
Do you know someone who could use some tips on writing great emails? Forward this to them.
