Let’s face it: emails are a big part of work. It’s how businesses communicate workflows, schedule important meetings, and make announcements. How much time do you spend a day managing your inbox? Did you know that the average office worker sends or receives 121 emails per day? As communication evolves, proper email etiquette as a professional can go a long way. Here are five email management tips to help you communicate more effectively at work.
Format Your Emails
There is a method to the madness when it comes to email creation. So, what is the perfect recipe for a good business email? Most business emails should include the following:
- Subject line: Describe what the email is about in a few words. If possible, add information like an action or deadline time.
- Email greeting: Mention the recipient’s name and add a proper greeting
- Body: Write the main message
- Signature: Include a salutation, your name, company name, and department title
Make Your Emails Scannable
Most of us don’t have time to read novel-length emails in today’s busy work environment. Make your emails scannable and precise to save your teammates the trouble of deciphering the information. Use bullets or paragraph indentions to break up longer content and highlight important information by bolding or underlining key points.
Proofread Your Emails
Sending an email without first proofreading is a surefire way to appear unprofessional. You’ll inevitably make a mistake now and again, but you don’t want it to become a habit. Get a second pair of eyes on your email from a colleague or your manager if it’s being sent to a VIP or to a large group of people. When writing emails, you can also bookmark your favorite grammar tools like Grammarly or Quillbot.
Reply Promptly to Emails
As our inboxes fill up, so do our projects. Set aside time each day to respond to emails. You don’t want to be known as the co-worker who never responds on time. If you require more time to respond, notify the sender that you will respond as soon as possible. Also, if your co-workers aren’t responding quickly to your emails, include a follow-up email. The timing on sending these types of emails can vary depending on the deadline or action requested.
Set Out-of-Office Emails
Out-of-office emails could easily be everyone’s favorite email to send. If you’re going on vacation or will be out of the office for a while, set up an automatic reply email to send while you’re gone. Include your return date and who to contact if a colleague or client requires assistance. Out of the office means just that, so turn off those notifications and relax.
What other tips can you offer for good business email etiquette? Let us know in the comments section below!