Professional Email Etiquette: Tips for Making the Right Impression

"I want to do business with a company that treats emailing me as a privilege, not a transaction." -Andrea Mignolo

Whether you love it or hate it, email communication plays a significant role in our professional lives. With the ease of technology, sending and receiving messages to connections is faster and more efficient than ever. However, with the number of emails received in a day, and the expectation to reply accordingly, proper etiquette might not always be top of mind. So, today, we want to chat about some ways that you can ensure your responses are concise, pleasant, and professional. 

“18% of people reported having 1,000 unread emails in their inbox, and 6% have more than 5,000 unread messages.”

CNBC 

Be timely in your response 

There is nothing more frustrating than wondering if someone has received your email. That is why replying in a timely manner is important to maintain strong relationships and assure people that they matter and are valued. According to cultural and linguistic expert Esteban Touma, “A top tip for communicating well over email would be to prioritize responsiveness…There is nothing worse than getting a delayed response after two weeks of waiting.”  

If you require more time to collect information or to create a more detailed response, sending a quick response acknowledging that you have received the email is recommended. Confirm with the sender that their message has been read and you will follow up within a certain timeframe. This is not only reassuring to the person who sent the email, but it also shows professionalism and builds trust.  

Be clear and concise 

It is essential to stay on topic and be clear in your response. Be sure to answer all necessary questions, address concerns respectfully, and don’t fill your email with unneeded details.  

Take the time to review your reply to ensure that you have communicated your point effectively. Check that the email’s tone is appropriate and that you have included all necessary documents. The less back and forth you must do, the happier you all will be. 

Proofread your response 

Take a few extra minutes to review your email. Ensure that your response is free of grammatical errors, typos and that your thoughts are communicated effectively. Consider your wording carefully for fewer misunderstandings.  

Never respond when you are stressed, angry, or hurt. Take a moment to step away from the situation, speak to a colleague, or decompress before you begin typing.  

“Rather than sending an email immediately, consider drafting it first and saving it as a draft…This allows you to revisit the email with a fresh perspective after some time has passed. Upon revisiting the draft, you may identify areas for improvement or reconsider the content altogether.”

CNBC 

In today’s digital age, email etiquette is essential for effective communication. Your email communication reflects your professionalism and respect for the recipient. By practicing these tips, you will avoid some common email mistakes, and create more positive relationships in your professional network. 

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