Email is the most important of all internet activities. In everything you do, whether you apply for a job, your are doing a business, you want to clarify something or simply you want to let the other person know that you remember him or her. The email is the best and most reliable source there is to convey what you want to say.
The emerging of email as a tool for communication has basically been important in the business world. It provides instant conversation between prospective clients, colleagues and customers all around the world for free. For Company owners, this has allowed them to convey important messages, memos and company news in a nick of time.
With all of those messages we received, you will noticed that some write straight to the point and not bothering to be conversational or polite. There are also those who write with a little introduction and a little conversational message until finally it reached to the point.
Some may use words too quickly by abbreviating it; like plz, ok, lol, docs, which is inappropriate in communicating using internet mail. Although abbreviating the words can be fine if you are talking to your best friend, but when you are sending email to your colleagues, boss, and business partner or applying for a job, abbreviating words is very inappropriate.
Giving an important consideration to email etiquette can win respect and it conveys the atmosphere of professionalism. In every circumstance, it is always right to be professional in mail handling, much more so if you have not met the real person.
Sometimes we ignore little errors on emails, such as wrong spelling and wrong grammar or short cut messages. Like for example when you are trying to mail colleagues informing about the meeting, others would say ‘meeting today 2pm…. Be there’. Emails should always be taken for professionalism. You could say on your letter, ‘I would like to remind everyone about our meeting today at 2:00 pm, I advice everyone to be there’. You should always observe email etiquette especially when you are in the office or when dealing with clients.
When you use abbreviated words, short cuts and being straight to point without greeting the email recipient, you sound disrespectful to the recipient. When you are asking a colleague to send you a mail about documents, always say ‘please’ and on the last part of your message, say ‘thank you’.
Another little thing that is often taken for granted is, on how you addressed the person. Using Miss, Mr., Doctor, Atty., makes a good sound to the email recipient instead of saying ‘To whom it may concern’ or using the first name unless if the person reply you with his first name, you can safely address him or her using first name.
Using punctuation mark is also very important in email etiquette. Be aware of using Exclamation point [!], bold letters and capital letters. All these connote a bad tone. To tell you, it is easier to change your tone when you speak rather than using marks.