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Spelling Counts... Grammar Too Use your spell checker. That’s what it’s for. Don’t rely entirely on
spell checker though. If you’re using wrong spelling for a particular use of a word, i.e. two vs. to vs. too, spell checker won’t pick it up. A minor typographical error in a lengthy e-mail will generally go unnoticed, but a series of typographical, spelling, and grammatical errors will indicate a lack of professionalism and has potential to cost you business or maybe even your job.
Use A Descriptive Subject Line Always use a subject line in your e-mails. Make sure subject line is brief, but descriptive. Make an effort to keep your subject line to six or fewer words. The subject line is supposed to be brief and summarize message, and not become whole e-mail content. You can summarize action item of e-mail in subject line e.g., “Tues. meeting canceled.”
Keep Check On Numbers Be conservative about who you send your e-mails to. Only send it to those who are directly affected by issue in question. Ask yourself, is this information useful to this person? Is this level of detail appropriate for this person, or should I send them a summary when everyone’s input is gathered and we have come to a conclusion?
Send e-mail “To” person or people that you are asking for an answer or action, and be specific about what you are asking of whom. Send a courtesy copy (cc) to those who need to be aware of request but are not asked to act upon it or respond to it. Double check that you have properly attached documents to avoid sending a second message.
Check messages frequently - at least three times a day. Immediately respond, delete, forward, or save to a folder as appropriate. The more you leave messages sitting in your Inbox, bigger chore to gain control again. It is also easy to lose track of an important action item, or message, if you do not keep it organised.
Just like any other type of written message, be aware that it could be forwarded to others or saved indefinitely. Be prudent in what you decide to write in an e-mail.
Include a signature of no more than four lines. Your signature should provide recipient with a means to contact you other than e-mail, and should mention your designation, company name etc.
For internal communication, it is not necessary to always produce highly organised and precisely worded e-mails. However, etiquette is not totally abandoned in internal communication, particularly when it comes to professional courtesy.
Make A Good First Impression Though e-mails are less intrusive than a phone call and faster than a letter, first impressions are as important here as any other business communication tool. An e-mail may be your introduction to someone you never met before like a prospective client or new boss or colleague or even a prospective employer. Take your time putting together a well-written message. Once you hit send button you won’t have another chance.
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