Include a clear, direct subject line.
Examples of a good subject line include “Meeting date changed,” “Quick question about your presentation,” or “Suggestions for the proposal.”
“People often decide whether to open an email based on the subject line,” Pachter says. “Choose one that lets readers know you are addressing their concerns or business issues.”
Use a professional email address.
If you work for a company, you should use your company email address. But if you use a personal email account — whether you are self-employed or just like using it occasionally for work-related correspondences — you should be careful when choosing that address, Pachter says.
You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email. Never use email addresses (perhaps remnants of your grade-school days) that are not appropriate for use in the workplace, such as “babygirl@…” or “beerlover@…” — no matter how much you love a cold brew.
Think twice before hitting ‘reply all.’
No one wants to read emails from 20 people that have nothing to do with them. Ignoring the emails can be difficult, with many people getting notifications of new messages on their smartphones or distracting pop-up messages on their computer screens. Refrain from hitting “reply all” unless you really think everyone on the list needs to receive the email, Pachter says.
Use professional salutations.
Don’t use laid-back, colloquial expressions like, “Hey you guys,” “Yo,” or “Hi folks.”
“The relaxed nature of our writings should not affect the salutation in an email,” she says. “Hey is a very informal salutation and generally it should not be used in the workplace. And Yo is not okay either. Use Hi or Hello instead.”
Be cautious with humour.
Humour can easily get lost in translation without the right tone or facial expressions. In a professional exchange, it’s better to leave humor out of emails unless you know the recipient well. Also, something that you think is funny might not be funny to someone else.
Know that people from different cultures speak and write differently.
Miscommunication can easily occur because of cultural diferences, especially in the writing form when we can’t see one another’s body language. Tailor your message to the receiver’s cultural background or how well you know them.
A good rule to keep in mind, is that high-context cultures (Japanese, Arab, or Chinese) want to get to know you before doing business with you. Therefore, it may be common for business associates from these countries to be more personal in their writings. On the other hand, people from low-context cultures (German, American, or Scandinavian) prefer to get to the point very quickly.
Proof read every message.
Your mistakes won’t go unnoticed by the recipients of your email. Don’t rely on spell-checkers. Read and re-read your email a few times, preferably aloud, before sending it off.
Add the email address last.
You don’t want to send an email accidentally before you have finished writing and proofing the message. Even when you are replying to a message, it’s a good precaution to delete the recipient’s address and insert it only when you are sure the message is ready to be sent.
Double-check that you’ve selected the correct recipient.
Pay careful attention when typing a name from your address book on the email’s “To” line. “It’s easy to select the wrong name, which can be embarrassing to you and to the person who receives the email by mistake.
Keep your fonts classic.
Purple Comic Sans has a time and a place (maybe?), but for business correspondence, keep your fonts, colors, and sizes classic. The cardinal rule: Your emails should be easy for other people to read.
Keep your tone neutral.
To avoid misunderstandings, Pachter recommends you read your message out loud before hitting send. “If it sounds harsh to you, it will sound harsh to the reader,” she says.
For best results, avoid using unequivocally negative words (“failure,” “wrong,” or “neglected”), and always say “please” and “thank you.
Nothing is confidential — so write accordingly.
Always remember – Every electronic message leaves a trail.
“A basic guideline is to assume that others will see what you write,” she says, “so don’t write anything you wouldn’t want everyone to see.” A more liberal interpretation: Don’t write anything that would be ruinous to you or hurtful to others. After all, email is dangerously easy to forward, and it’s better to be safe than sorry.
Extract from “The Essentials Of Business Etiquette.” By career coach Barbara Pachter.