Email etiquette: How to write emails that won't drive your co-workers crazy

Email is one of the most traditional and common channels of communication in the workplace. An average employee sends out about 26 emails in a workday. Each of these emails holds crucial information for the company. If the contents of these emails are not communicated clearly and effectively, it can cost the company a hefty price. 

HR leaders and managers should ensure that all employees learn how to write effective emails in the workplace. Teaching and following email etiquette can help employees write effective emails to prevent sticky situations for the company. This can prevent conflicts and mishaps while boosting the productivity and performance of the team. There are wellbeing and interpersonal relational benefits that come with learning how to craft the perfect email too!

This guide has been curated to understand and provide tips for crafting clear emails while expressing consideration and appreciation. 

Understanding email etiquette

Email etiquette is the societal norm and guideline that aims to facilitate communication via email. The email etiquette can vary depending on the industry or company. However, some rules tend to be consistent throughout industries and companies to maintain clear and respectful communication.

Email etiquette is a skill that can take years to perfect. It is a valuable tool that every employee should equip themselves with. Employees following the email etiquette come across as professional and confident. They can communicate efficiently which will help create a strong network. This can greatly bolster your career trajectory.

Here are some basics of professional email communication:

• Clear and concise
• Keep a professional tone
• Addressing recipients and all involved appropriately
• Using appropriate salutations and closing

Crafting clear and concise emails

Many of us believe that we naturally write clear emails. You may be the lucky some that does achieve this. However, many of us may not realise that our emails can be vague to recipients. Going over the guidelines of email etiquette, one can gauge whether their email writing style is clear or ambiguous. 

Crafting clear and concise emails can be challenging in the beginning. Below, we have compiled a few tips on email etiquette consistent through industries:

• Direct subject line: The subject line should give readers the context of the mail. Writing strong subject lines that are to the point and brief, can increase the chances of the mail being opened. 
• Use professional email addresses: Sending official emails through personal emails can come off as highly unprofessional. Keeping work-related emails to company or professional email addresses can also help the receiver identify you easily, making them more likely to open the mail.
• Use proper grammar: Professional emails should always have proper grammar. Using grammar, one ensures that the right messages are coming across and comprehensible for the reader. Using simple punctuation like commas, full stops, and question marks, or proper usage of there/their/they’re can be the key to sending clear messages across.

Writing considerate and appreciated messages

 Professionalism and expressing appreciation can be a tricky line for some. However, expressing appreciation and consideration for colleagues is the key component to building strong professional relationships.

Establishing a strong professional network and sending messages of appreciation is an indication of a strong leader. This can greatly contribute to bolstering your career trajectory. Treading the thin line between professionalism and appreciation can be achieved following these email etiquette:

• Personalize the email: When addressing recipients in the email use their names. This can add a personal touch without overstepping the work-appropriate lines.
• Use polite language: Polite language can be an extremely powerful tool in expressing consideration and appreciation messages. Sending a thanks or apology to express gratitude and appreciation can be the perfect message to be acknowledged by fellow employees as a good leader.
• Be ready to respond: Sending prompt responses with appropriate tones and language can be a brilliant way to illustrate professionalism. Prioritize emails and address urgent emails as soon as possible. Being available to employees and colleagues makes you a reliable component of the company.

Enhancing team communication through email

Email etiquette is a great list of guidelines to follow to ensure clear communication. However, email itself is a tool that requires skills to navigate. There are many useful features many of us overlook on a daily basis.

Taking advantage of these features can advance communication levels throughout the organization. Since the organization takes cooperation and collaboration between various teams and departments, these tips can greatly enhance communication in the company. Let’s take a look at some of these tips:

• Understanding collaborative emails: Learning the difference between CC, BCC, and reply-all buttons can be key to enhancing group communication. This can ensure necessary individuals are kept in the loop and have the information in the email thread readily available.
• Keeping track of emails: Using direct subject lines and stating the importance in the subject line itself can ensure all email recipient’s attention is drawn to this email. Providing “TL;DR”s (or “Too Long; Didn’t Read”s, used to summarize each email) can be attached in the beginning to update recipients with important information. This will ensure everyone is caught up on the information.
• Creating an environment of honest communication: Ensuring everyone feels comfortable and safe enough for open and honest communication is critically important. This will build trust amongst the team and can prevent crises from arising.

Conclusion

Mastering the skills of sending emails and following email etiquette can be a key contributor to facilitating communication throughout the organization. Furthermore, following these guidelines and tips can ensure good leadership skills which can be foundational to one’s career.

Holding seminars, workshops, and small posters to remind email etiquette can ensure employees use these strategies for clear communication. Encouraging employees to follow the email etiquette to work towards workplace harmony can greatly improve the productivity of the team.

FAQs

How can I ensure my emails are concise but still informative?

Focus on the main points, use bullet points, and avoid unnecessary details to ensure emails are concise but still informative.

What should I do if I'm unsure about the tone of my email?

Read it out loud, ask a colleague for feedback, or use tools to check the tone of your email.

How do I handle email overload and respond promptly?

Prioritize emails, use folders and labels, and set aside specific times to check and respond to emails promptly.

What are some common mistakes to avoid in professional emails?

Avoid spelling and grammar errors, unclear subject lines, and overly casual language to maintain a professional look.