25 February, 2019

Professional Email

Email takes up a significant portion of our workday.  While we all try to multitask and work more efficiently, we must remember to keep our emails professional.  The following are some rules/tips to help you use your Email professionally and efficiently.

•        Always have a clearly defined SUBJECT line.  The Subject line should be clear and applicable to the email.  Don’t reply to an email with a subject line that has nothing to do with your reply message.  A blank subject line makes it easy for the recipient to miss.

•        Include a professional Signature.  An email without a signature can make it difficult to identify the sender.  A signature should give information to the recipient that would allow them to contact you directly by phone or location.

•        Use a professional salutation.  Use the person’s name and a salutation.  This helps to set the tone of the email.

•        Remember an email doesn’t include your vocal tone and facial expressions.  Make sure that your email expresses the issue as you intended.

•        Proofread your message before hitting send.  Look for misspelled words, grammatical errors, etc.  Don’t count on spell check to catch your errors.

•        Don’t assume the recipient knows what you are talking about.  It can be frustrating and time-consuming to look back at a chain of emails to get to the real context of the email.

•        Never send an angry reply to an email or give quick, flip responses.  If you feel angry, give yourself time before you respond.  Emails seem to make us respond differently than if we were face to face with the sender.

•        Don’t use texting abbreviations and acronyms.  Save the abbreviations and acronyms for your personal email or text messages.

•        Don’t type in all caps and use punctuation.  Take the time to make your email look professional.  Remember it is a reflection of your professional behavior.

•        Use extreme caution with attachments or links.  Remember these could be Phishing attempts.  Phishing emails can be designed to look like an email from someone you work with or know personally.  

•        When replying,  Close your email letting the recipient know if you need a response, if you are available to assist with questions or concerns, or if this email is just for informational purpose.  If there is a deadline, be sure to include this information.

•        When replying be sure to check how you are replying:

•        When replying be sure to check how you are replying:

  Reply  (this replies to the individual that sent the original email)

  Reply All (this replies to everyone that received the email)

  Forward   (you must choose the email addresses that will receive your email)

When sending an email make sure that you choose the correct name.  Verify which address applies to the person you are contacting.

Thank you.