10 TIPS FOR EMAIL ETIQUETTE Corbis

The digital age has made communication much easier and hassle-free, what with several apps available for mobile phone chat.However, people often forget that they have to use a more formal tone for official email correspondence, and end up peppering their emails with too many emojis and abbreviations. Here are a few tips to keep in mind when you're sending out a work email. 

1 INTRODUCTIONS ARE IMPOR1TANT:

Always introduce yourself if you are writing to someone you don't know or haven't corresponded with previously. If you've got the sender's address from a mutual friend, mention that in your email. Introducing yourself is especially important if you're sending out a survey or questionnaire to people whose addresses you have got from a database. 

2 ALWAYS RUN A SPELLCHECK:

It's important to run a spellcheck for official correspondence, especially if you're sending an email from your phone. You don't want the autocorrect feature to backfire on an official email, after all.Ensure your grammar and punctuation are correct as well. 

3 USE THE REPLY-ALL FEATURE SPARINGLY:

Use the replyall feature for an email that really needs it. If the reply is meant for only one person, just reply to himher. And don't use it to reply to a sender's greetings for the festive season -you could find yourself being blamed for starting an unnecessary email thread. 

4 USE BCC FOR GENERIC MAILS:

Use the Bcc field when you are sending out mails to a very large number of people who may not all know each other. It's also a way to ensure that all your contacts' addresses are not out there for unknown people to access them. 

5 RESTRICT THE NUMBER OF ATTACHMENTS YOU SEND:

Send heavy files via file-hosting services so that you don't clog the recipient's inbox. You could also zip files or resize pictures. If you know you're sending an email to someone who accesses hisher inbox on the phone, don't send several attachments with it. 

6 DON'T OVER-ABBREVIATE:

Don't use too many abbreviations in your email, like FYI, PFA, PDF or FYR. It may confuse the recipient, who may also get the impression that you don't have the time to type out a proper email. If you must use them, restrict it only to the subject line. 

7 FORMATTING FUNDAS:

Do not use all caps and bold fonts as this will give the recipient the impression that you are shouting at himher. The same goes for underlining in the middle of text. Don't use fancy fonts or multiple font colours, either. 

8 WATCH YOUR TONE:

Be careful about how your email reads. It may be an official email, but it should not sound too abrupt. You shouldn't sound over-friendly either.Moreover, don't send out an email if you're upset. Save it as a draft and re-read it when you're calmer. 

9 FIX YOUR FORWARDS:

Make it a point to clean up forwards before you, in turn, forward them to other people. Not only does this make the email look cleaner, but also ensures that you don't give away anyone else's email address. 

10 CHECK WHO YOU'RE SENDING AN EMAIL TO:

Always check the `To' field of an unsent email before you send it. You don't want the email being sent to the wrong person. 

WHAT EVERY OFFICIAL EMAIL SHOULD CONTAIN

SUBJECT LINE:

This is the first thing that recipients will see in their inboxes and it will determine whether they will read it or not. It should be clear and direct.SALUTATION: Always start an email by greeting the recipient by using the word `dear' followed by hisher name. If you aren't on a first-name basis with the recipient, use a title and a surname. CONCISE BODY: Get straight to the point. If you have more than one issue to address, start with the most important, and list the rest point-bypoint.SIGN OFF: Always sign off on your emails. Phrases like `yours sincerely' and `yours faithfully' are acceptable for formal emails. `Best regards' or `kind regards' work in most other situations. 

Source | Times of India | 7 November 2014