E-mail has the characteristics of both writing and speaking. It is presumed to not to be subject to the same standards as other written and speaking. It is presumed to not be subject to the same standards as other written correspondence.
Some rules have to be observed while writing emails. These guidelines constitute “email etiquettes ”.
1. Make your mail easy to read.
2. Use the subject line to tell the receipt the purpose of the message.
3. Use the concrete words that avoid negative connotation.
4. Use the appropriate level of formality. If you are writing to your boss, be as formal as you would be imprinted letters.
5. Write in a clear and organized manner. Use short and simple sentences. Use correct spelling and basic grammar.
6. Generally, the length of your message should be kept to one screen only. If there is a file or document you want your reader to view, send it as an attachment with your email.
7. Just like a written letter, be sure to begin your e-mail with a greeting like “Dear Dr.Gupta’ Or `Dear Ms. Sahgal. ‘ and also with a salutation.
8. Use standard spelling, punctuation, and capitalization. Do not write in all uppercase letters as this denotes shouting/screaming. This is also called “Flaming” and considered bad manners.
Write clear, short paragraphs and be direct and to the point; professionals and academic alike see their e-mail accounts as the business. Don’t write unnecessarily long emails or otherwise, waste the recipient’s time.
9. Adopt the “You” attitude, emphasize positive points, be polite, use bias-free language and project the company’s image.
10. Don’t think e-mail is a private affair. Some people send information to recipients who shouldn’t read, receive or don’t need it.
11. Don’t send usernames or passwords through e-mail. Information about credit cards or bank accounts should never be given via e-mail. Avoid sensitive or information that could be potentially damaging to someone’s career and/or reputation, including your own.
12. Don’t overuse e-mail acronyms and abbreviations.
13. Don’t use exclamation marks in every important sentence. This is too informal. Don’t use emoticons in business letters.
And yes be sure to revise your letter after writing it, it reduces 60% of the mistakes that normally people make like incorrect punctuation, spacing, words etc. As it is a fast and convenient way of communicating, some people believe that is almost as immediate as a phone call.
But the tone of voice and the facility of being able to explain immediately when you sense that there is miscommunication are missing from e-mail. Hence, the correct use of language is important to communicate effectively. So these were some basic email etiquette that everyone should follow while drafting business e-mails.