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They could imply that you’re too lazy to use the spell checker before you click send. Sending emails with spelling mistakes and grammatical errors can be infuriating for colleagues. The issue may be resolved but your email will still be in existence and you would not want to cause offence or get into trouble for something you foolishly wrote without much thought. The reality is that your email will remain on the server long after you have deleted it. Never use inappropriate language in a work email. Think about where your email could end up Reply in a timely fashionĪlways reply within 24 hours, even if it is to acknowledge an email and explain that you will revert with an appropriate response within a defined timescale. Have you checked that you’re only communicating to the people you need to communicate to? It can be annoying to be copied into every email or to see every response in a chain if it is not relevant to your recipient. If not, then consider if they’re really needed.
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If you’re sending them to people you know well, and you know will understand them, then that is fine. It depends on the norm in your organization and sector but be mindful of when and to who you’re sending emojis to. However, a 2017 study showed that this could make the sender appear incompetent. With the increase of email and text communication, it’s impossible to see facial expressions so people add smiley faces to soften their emails. Think before you smileĮmojis have crept into everyday use. Whatever you do, before you click send, visualize what you want to achieve and modify your language as such. Having an action or even letting the recipient know that no further action is required is helpful. Consider the purpose of your emailĪlways state if your email needs an action and by when. At worst, you could insult them, at best you can make them feel confused or left out. Be wary of using humor or colloquialism across culturesīe aware that funny sayings or colloquialisms may be completely misconstrued by your colleagues in overseas offices. If you don’t have a pre-existing relationship with the recipient, then you need to build one up first before writing shorthand emails.Įqually, don’t write emails that are superfluous, as this will just bore the recipient. However, sending a note like this to people you don’t know can make you appear blunt, rude and even a bully. This means they can quickly understand the task and it’s far easier to read on a smartphone. If you are writing to your own team about a project that you have been discussing, then you can write short, instructive emails with a list of bullet points. Only use shorthand if you know your recipients If you are writing to someone you don’t know so well, then always add a formal salutation and an introduction. If you are writing in a chain of emails where the context has already been established in a prior email or even by phone, then it’s fine to write with no greeting. If you are writing to a close colleague or your team, an informal ‘Hi’ will likely be sufficient. Many argue that you should always use a formal greeting. If your email isn’t urgent, then you will only annoy people by crying wolf.ĭon’t capitalize all your letters, no matter how urgent your email is, as you will look aggressive – it’s like SHOUTING OVER EMAIL. If your email is urgent or requires immediate response, include this in the subject line, but do this sparingly. Include a clear subject matter, and don’t shoutĪlways include a subject matter that succinctly captures what your email is about.
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However, there are some basic dos and don’ts that HR and People teams can use to guide employees. The appropriate email communication can vary depending on multiple factors including what industry you work in, if you are writing to a superior or a peer, if you are writing to one or several recipients, and if you are writing across cultures. A well-crafted email can make the difference between a successful working relationship or potential confusion, insult or conflict – all of which can be heightened if your employees are constantly working remotely. Emoji or no emoji? To sign on with a ‘Dear’ or a ‘Hi’, or nothing at all? What about whether to use ‘Yours sincerely’, or a ‘Cheers’?Įmails can be hard.
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