The do’s and don’ts of crafting a proper email
Email is such a big part of the workplace. It's a major method of communication, but despite how much it's used, there are still so many people who don't actually know how to go about writing an appropriate email. Knowing proper email etiquette is so important, because you don't want something you write to come off as offensive or misunderstood. Keep these do's and don'ts in mind whenever you're composing an email:
Do fill in the subject line
The subject line of an email is there for a reason. Even if you're writing an email that's super short, always be sure to fill in the subject line to give the recipient a heads up of what the note is going to be about. This is especially important if it's a high-priority email, as you'll want this person to click on it immediately.
Don't write anything confidential
Employers have the means to look back at your previous emails, so you should never put anything in an email that you wouldn't want someone to read, or something that could be incriminating. If you wish to have a private conversation with someone, use your personal email instead.
Do avoid all capital letters
Some people like to use capital letters to emphasize the importance of their message, but using all caps will make it seem as though you're yelling. In addition, typing a sentence or a few words in all caps may be interpreted as offensive or patronizing. If something is particularly crucial, you can put it in italics or place asterisks before and after the message.
Don't forget a salutation
Always start the email with a greeting, whether it's "Hi [insert name]," "Dear [insert name]," or simply a name. Think of an email the same way as you would talking to someone face to face. You wouldn't just walk up to them and start talking – you would say hi to them first.
Do remain brief
Even if you have a lot to say, do it as efficiently and briefly as possible. Opening up an email filled with a long paragraph of text isn't necessarily going to pull the reader in. Keep your message as brief as possible, without leaving out pertinent information. You should also break up your email into short paragraphs so it's as readable as possible.
Don't click send before rereading
Once you've written out your email, take a few extra seconds to read it over again to make sure there are no glaring spelling or grammar mistakes. A spelling error in an email to a client could damage your credibility. You should also read your email for flow and clarity. I've written emails before that made sense in my head, but when I went back and read them, I realized I could have been a little clearer. What you write down may not necessarily make sense to the person who is reading it.
Do provide contact information
Finish every email with your signature at the bottom, which usually includes your name, title, phone number and email address. This way, if anyone needs further clarification about the email, they can easily get in touch with you.
Don't use email for everything
When you need to say thank you to a co-worker or congratulate a fellow employee on a promotion, it's better to avoid writing an email. Instead, use thank you cards and congratulations cards, which are a much more personalized way of connecting.
