E-mail professional communication rule

The following advice will help you to be as professional as you can in communicating with your colleagues and anyone else. From subject to privacy, this is ethics that everyone should know

We all spend a few hours a week getting and sending dozens of emails. Despite the fact that this kind of communication seems to be very practical and has no particular significance, career specialist Barbara Pachter says there are many ways to express professionalism through emails.

Include a Direct Subject

Examples of a properly written E-mail header are: “dating has changed”, “Pyet about presentation”, “Suggestions for the” proposal. People often decide whether to open emails based on subject. Choose a word or a word to give the recipients an idea of the matter that email issues.

Use a Professional Address

If you work for a company, you should use the company's official address. But if you use a private email, you should also be careful about its selection.

A professional address contains your name and your last name. Never use email addresses that are not appropriate for your work account.

Think Before Answering All

No one will read emails from 20 people. Ignoring e-mails can be difficult when many people receive their e-mails on their cell phone or on text messages appearing on the computer screen. Limit the use of the “button to respond to all” only for cases where necessary.

Include a signature block

Offer the person who's getting the email, some kind of information for you. Usually the electronic signature section contains your full name, title, company name and your contact information, including your phone number. You may add a little self - publicity, but not overblown. Use the same type of writing, size and color as the rest of your email.

Use professional greetings

Do not refer to your colleagues in words as “Hi guys” or “The relaxed nature of writing does not have to be reflected in email. This is a very informal greeting, so use a more official greeting. Also on email you should write a long name for a person, not the shortcut you call him.

Make Good Use of the Stranger

If you choose to use a dot, use only one. Sometimes people get excited and put some strange points at the end of their sentences. You can be very emotional or immature. Use dots very carefully. It's important!

Watch Your Humor

Humor may not be understood on an email because the tone and facial expression are lacking. In a professional exchange, it is better to keep out of your mood, since something that might be fun for you cannot be for another. On occasion, speech jokes sound very different in writing.

Reply to Emails

It's hard to answer every email you get, but you have to try. This includes an e - mail that has been sent to you, especially if the sender requires an answer. The latter serves as a good professional ethics.

Enter the last email address

You wouldn't want to send your email before you finished writing. Even if you are responding to someone, it is best to delete the address and add it to the end as a safety measure when it is ready.

Maintain the Kind of Classical Writing

For work reasons, keep the size, color, and type of writing as classical as possible. That's because your emails should be easy to read. Usually, it is better to use the writing of sizes 10 or 12 and the type such as A material, calibre, or New Roman Times. As for color, black is safer.

Read it at least twice

Your mistakes will not go unnoticed by the receiver. So you have to read the email you send before you start. Don't rely too much on automatic correction, but read it and reread it several times.

Check the receiver

Pay particular importance to the recipient's section. Also, if you are writing your name, be careful about your last name or address so that you do not get confused.

Nothing is confidential

Write it properly, as each e - mail remains. A good assumption is to think that others will see what you are writing. So do not send anything you would not want others to see. Moreover, an email can be sent in its original form with only one button.