Email Etiquette

(Guest post by Jeff Everett)

Understanding workplace email etiquette is an important step in furthering your career. Proper e-mail etiquette is important in anything ranging from e-mailing a cover letter to "casual" correspondence with other professionals. As more and more opportunities are only found online, the need to develop effective communication skills over e-mail intensifies.

This article will help teach you how to write quality business emails to help you land your next opportunity!

Guide to Writing Effective E-mails and Workplace E-mail Etiquette

Email has become the standard tool for social communication between friends and family. As a result, many users have developed an informal style of writing for their personal lives. Often, this style inadvertently spills over into their professional correspondence. The number of qualified, internet-savvy applicants competing for the next career or academic opportunity is constantly increasing, and as a result, the standards for acceptance have been raised. It has always been easier to rule out an application than it has to rule one in, so constant professionalism is absolutely necessary. On the internet, as in real life, the first impression is paramount, and in most cases that first impression is done through email.

First Impressions Are Everything

Spam is becoming an increasing problem on the internet. It is even more of a problem for individuals who may post their contact information on a public website. As a result, many businesses employ spam filters. Unfortunately, they are not perfect and unwanted messages still get through forcing the recipient to manually ignore the junk emails.

The first step to avoid having your email marked as spam and deleted before it is ever read is to register yourself an email address that is not reflective of your personal life. A common example is to simply register a variant of your name at an ISP of your choice. If your current ISP does not provide more than one email address, try registering for a free account through Yahoo or Google Mail. Often, free email accounts allow users to forward their incoming email to another account, making it easier to maintain multiple email addresses without having to remember to log in and out of several accounts to check for new messages.

The second step is to remember the importance of the Subject line. This is often the first part of the email that many people read, and it determines if and when your message will be read. When writing a Subject, be sure to keep it simple and directly related to the content of the email.

Focus On The Content

The content of the From and Subject lines is only going to get your email read, the actual content of the email itself is what really matters. When writing a professional email, there are several aspects to consider including tone, content, correct word usage and grammar, and overall length. By remembering and practicing a few simple points, anyone can write an effective professional email:

• Content and Tone: Communication is largely body language and vocal inflections. Email has neither, so the writer must carefully choose their words to avoid giving the wrong impression or offending the reader. Address the recipient formally using the appropriate titles and avoid using their first name until you are more familiar with them. Remember to be professional and avoid using slang terms or emoticons and smilies.
• Grammar: Writing a professional email is no different than writing a business letter when it comes to correct sentence structure and grammar. Do not use slang terms, abbreviations, excessive ellipses, or write in all capitals or lowercase letters. Use a program with spell checking software to avoid common spelling mistakes, and carefully proofread your message before sending it to look for misused words. If necessary, have someone else proofread the message. Proper use of grammar and sentence structure is indicative of intelligence and professionalism. Mistakes caused by slacking during this step may annoy the reader and result in having your message removed from consideration and deleted.
• Length: Businesses often receive a large amount of email on a daily basis. Therefore, the ability to craft a well-written message in short and concise manner is of the utmost importance. Keep your messages short and to the point without omitting the necessary information. Additionally, to make your message easier to read, break it into short paragraphs separated by a blank line.

Bow Out Gracefully

The closing and the signature is the last step in writing a professional email. It should be simple, thank the reader for their time, and provide additional contact information for follow-up contact. Classic closings such as "Thank you in advance" or "Respectfully" are always useful, but proper judgment should be used here to decide what is appropriate based upon the content of the message.

Lastly, the signature should include your full name. It should also include additional contact information such as a telephone or fax number. Many people will also include their email address here as well. If applicable, a mailing or office address may also be included in the signature. Most email clients have an option to attach a pre-set signature to outgoing messages to simplify this final element. Don't forget to include a link to your Emurse web resume as well!

The Next Step

In addition to the larger elements discussed previously, there are several smaller tips that may help distinguish your messages from the rest of them.

• File Names: If you are attaching your resume, change the file name to your name-resume. Many people simply use resume, and this may create confusion on the receiver's end. Scan the files for viruses before attaching them. (or simply send an Emurse link and avoid the whole mess ;))
• To Whom: To avoid accidentally sending a message prematurely, fill in the To field last. Always proofread carefully before clicking send. Also, do not send to more than one address at a time. Mass emails are extremely impersonal and unprofessional.

In many ways email has replaced the traditional cover letter. While many employers may not initially read it, a poorly written or missing cover letter may disqualify even the most qualified and balanced resumes. Therefore, it is important to be able to write a well thought out and professional email whenever inquiring about a potential career opening or academic opportunity.

Have any other tips or suggestions? Questions? Join the conversation in the comments below!

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