What Does Email Stand For?
An email is typically written when a person needs to distribute information through the internet in the form of a message to at least one other person. What does email stand for? Email stands for electronic mail, which makes sense based on that definition.
Emails are a salient tool in modern-day life, as they are faster than other modes of communication. It also allows people to communicate quickly and with multiple people at the same time. By starting email threads with others, people can collaborate in the same place, in real-time. This helps foster a fast-paced, cohesive workplace environment.
Emails also provide clear documentation of conversations in one central location. This can make it easy to reference them later. In addition, emails are often password protected. This security ensures that the valuable information that is kept is more secure than if someone were to leave written information lying around.
Definition of Email Etiquette
What is email etiquette? Email etiquette is defined as the code of conduct that a person uses when communicating through this electronic medium. These principles help guide a person's behavior so they can communicate in an effective, respectful, and polite manner.
There are generally accepted concepts that allow emails to be sent and received appropriately. This increases the clarity and intention of the message, which is sometimes murky as tone of voice and other nonverbal communication is lost through electronic communication. This increases the salience of email etiquette. Without nonverbal cues to aid a person in deciphering the messages a person is sending, email etiquette works to make this easier to understand.
What is Email Etiquette?
What is email etiquette? Multiple components make up email etiquette. Style, tone, formatting, and social and professional rules are all important aspects of email etiquette. These concepts will be discussed below with examples.
Appropriately using the subject line when planning an email is another essential aspect of email etiquette. The subject line should summarize the email, and grab the attention of the receiver. An example of a subject line for an email about a meeting tomorrow would be Meeting Agenda Tomorrow. It is concise, straight to the point, and summarizes what the email is about.
Using the urgent flag when appropriate is another aspect of email etiquette. Not every email should be flagged as urgent. However, when an email needs to be opened promptly, it should be flagged as urgent. For example, if a person needs approval for an order sheet by the end of the day, the email should be flagged as urgent.
Professional email addresses should be created, and it is prudent to remember that everyone will see the email address. Do not use anything embarrassing or unprofessional. An example of an unprofessional email address is: email@example.com
The following sections will go into further detail about tone, style, formatting, and professional and social rules regarding emails.
Style and Tone in Email Etiquette
The sender of an email must maintain a professional style and tone while communicating through emails. Without nonverbal communication to provide context to what a person is saying, it becomes difficult to pick up on certain tones of voice. Sarcasm and humor should always be avoided in emails.
Slang and colloquialisms should be avoided as well. An email should be a professional extension of how a person would communicate in the workplace with coworkers. Emails can be tracked by the company, so a person should never say anything that they would not say to their managers. Never make personal comments in an email and never send sensitive material over email. It is always better to reach out to people in person over those issues.
Ensure that the message is brief and focused. It should not trail off in the subject matter, and it should be direct. Focus on having one or two topics per message.
The email should be warm and welcoming, without the use of too many exclamation points or question marks. Avoid using smiley faces and any unexplained abbreviations. Using short-hand language that is utilized in text messages is never recommended. Never use all caps in an email to show emphasis.
Avoid demanding an urgent reply. Instead, the sender should request a reply back, but phrase it in a neutral tone. Maintain a polite tone by using please and thank you.
The overall tone and style of all emails should be neutral, warm, and inviting. Do not use language or punctuation that may suggest otherwise. Treat the email as more of a short letter than a text message, and always reread it before it is sent. Professionalism should always be paramount.
Formatting in Email Etiquette
An email starts with a greeting such as:
- Good morning
A greeting is a brief introduction before the body of the email begins. Utilize the person's name, if at all possible. Avoid casual greetings such as: hey. Remember to maintain professionalism at all times within an email.
After the greeting is written, the purpose of the message is written in the body of the email. Begin the body of the email by introducing what the communication is about. Then, provide supporting details.
Ensure that proper grammar is used. This includes proper punctuation, full sentences, and complete paragraphs. Ensure that the information flows coherently and that the content is relevant and focused. Make sure to reread and edit the email before it is sent.
Make sure that the font is easy to read and classic font. Ensure that the font is appropriately sized and black on a white background. Refrain from highlighting, bolding and italicizing unless necessary.
End the email with a professional signature. This may include your name, position within the company, and contact information. Sometimes, a brief, applicable slogan can be added. Ensure that the tone is professional and the font matches the rest of the email.
Social and Professional Rules for Email Etiquette
It is important to double-check all emails before they are sent. Make sure that they are being sent to the correct addresses and that the information is correct. If a mistake is made, send a follow-up email, apologizing for the error and correcting the mistake. Taking responsibility is an important step when making a mistake over email.
There are two ways to send the same email to multiple people: BCC or CC. BCC stands for blind carbon copy. Multiple email addresses are sent the same email, but it is done concerning confidentiality. The people who are sent the email will not be aware that anyone else is sent the same email. If someone replies, the person who sent the email will be the only one who is sent the reply.
CC stands for carbon copy and is used to send the same email to multiple people on the same email chain. Everyone who is sent the email can see who else is on the email chain. When someone presses "reply all", all the recipients receive the reply. This is useful for brainstorming sessions.
Another part of email etiquette is knowing when to use the reply-all function. Using the reply-all function too frequently can spam another person's inbox. Make sure that the email being sent does have to go to every person before sending it out.
BCC is useful when a person needs to send an email out to a large list of people. This prevents people from getting too many replies back in their inboxes. It is also useful when confidentiality needs to be respected. CC is used when the group message is smaller and more intimate. It fosters communication and teamwork.
Another important aspect of email etiquette is replying to professional emails that warrant a response. Simply ignoring an email is considered rude. A simple, quick acknowledgment is better and more polite than no response at all.
It is important to use the correct formatting and etiquette in a professional email because it represents the company. Style, tone, formatting, and social and professional rules are all important aspects of email etiquette. If an incorrect email is sent out, the person should apologize and correct it. BBC is useful when a person is sending out the same email to multiple people but does not want them to interact on the same email chain.
Ensure the email has the proper grammar and is neutral in style and tone. Maintain professionalism at all times. Make use of the subject line and ensure that the email is concise and on topic.
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What is good email etiquette?
The sender of an email must maintain a professional style and tone while communicating through emails. Ensure that proper grammar is used. If a mistake is made, send a follow-up email, apologizing for the error and correcting the mistake.
What is email etiquette and why is it important?
Email etiquette helps guide a person's behavior so they can communicate in an effective, respectful, and polite manner. This increases the intention of the message, which is sometimes murky as other nonverbal communication aspects are sometimes lost through electronic communication.
What is appropriate email etiquette?
Never make personal comments in an email and never send sensitive material over email. Slang and colloquialisms should be avoided as well. Avoid using smiley faces and any unexplained abbreviations.
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