If you often write emails, knowing some email rules and netiquette will polish your writing and make your message more effective. Find out what are the three business email etiquette tips and learn how to write emails that work for you.
Don't show the recipients' emails
One of the important rules of email work etiquette is to respect the privacy of your recipients. Do you often send an email to many recipients at the same time? If these recipients do not know each others' email, they may not appreciate to have their email addresses exposed simply because you are sending an email to all of them.
Don't use attachments
People may not like to download an attachment for the following reasons: 1. It may contain a virus or malware 2. It is clunky It is clunky because downloading can take a little time and the recipient may hesitate as to where to save the attachment. They wouldn't mind downloading it if it's something they are expecting (like details of a job they want to get hired for) and if they can trust the source. In other words, you do need their (explicit or implied) permission before sending them an email with attachment. The alternatives to attachments in emails are: 1. Inserting the text itself within the body 2. Inserting a clickable link If your attachment is all in text, it may be inserted into the body of the email or hosted on a web page. In the latter case, clicking the link in the email takes the recipient to that web page. This option also works if it isn't text only.
Write your message clearly
How to write the subject line The recipient should get your main message just by reading the subject line. Consider the subject line as a micro version of your message, or a summary. However, you should remember to keep it simple and clear. They both go hand in hand. If the subject line is too long, there are probably words that you can cut or abbreviations that you can use. Make the subject line efficient. Make it work for your body message and for yourself. How to write the body text Again, simplicity and clarity rules. Stick to the point: Your recipient should get the crux or the meat of the message immediately. Use paragraphs and bullets or numbers. The message should be clear and the format should be easy on the eyes. Readers and scanners alike should have no problems reading your email.