For many professionals, responding to emails takes up a sizable chunk of work time.
While writing an email seems simple enough, there are mistakes many employees make when sending or receiving work messages.
From avoiding the “reply all” button to double-checking for errors, here are 15 email etiquette tips every professional should know.
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Whether we like it or not, responding to emails consumes much of our time on the job.
American workers spend approximately five hours a day checking work and personal email, according to a study from Adobe. As work becomes more flexible, employees are scrolling their inboxes while watching TV, laying in bed, driving, in the bathroom, during work meetings and meals, and even while driving, Adobe found.
Despite the fact that we’re glued to our reply buttons, career coach Barbara Pachter said plenty of professionals still don’t know how to use emails appropriately.
Because of the sheer volume of messages we’re reading and writing, we may be more prone to making embarrassing errors, and those mistakes can have serious consequences.
Pachter outlines the basics of modern email etiquette in her book “The Essentials of Business Etiquette.” We pulled out the most essential rules you need to know.
Jacquelyn Smith, Vivian Giang, and Rachel Sugar contributed to earlier versions of this article.
SEE ALSO: The perfect way to start an email — and 29 greetings you should avoid
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 said. “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 said.
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 workers 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 said.
Include a signature block.
Provide your reader with some information about you, Pachter suggested. “Generally, this would state your full name, title, the company name, and your contact information, including a phone number. You also can add a little publicity for yourself, but don’t go overboard with …read more
Source:: Business Insider