E-mail etiquette is important, and word choice is especially critical when communicating with other individuals using the written word. Because writers of e-mails cannot provide immediate context to the readers or provide follow-up information based on body language or eye contact, they must take time and use discretion when choosing the best words to make their point. If proper word choice is not careful considered, readers may take the information out of context and reach a conclusion that is different from the writer’s intention.
The readers of an e-mail have a number of options with the e-mail they receive. They can respond to, print, or even forward it to other individuals for an opinion or clarification on the content. For this reason, it is important to refrain from writing e-mails in haste and forgetting simple tasks such as spell checking, using a salutation, and including a signature. The writer should consider the actions necessary in writing an e-mail just as if the conversation would take place in person.
Employees should consider these dos and don’ts when writing e-mails to bosses or colleagues in the workplace.
E-Mail Dos
- Use a salutation and a signature to set the proper tone
- Read the e-mail in its entirety before hitting the send button
- Reconsider any words that the reader could take out of context
- Consider that anyone may read the e-mail, not just the recipient
- Have another person read the e-mail before sending, if necessary
- Use a dictionary and thesaurus to select better words when appropriate
- Understand the ramifications of poor word choice in an e-mail
- Consider word choice when reading an e-mail from someone else
E-Mail Don’ts
- Use all caps - someone may think they are being shout at
- Use text speak to communicate in an e-mail
- Start an e-mail war with another individual
- Use “Reply All” unless absolutely necessary
- Send an e-mail when emotions are running high
- Assume the reader already has proper context to understand the e-mail
- Have the e-mail written so long it loses the importance of the message
E-mail may seem, in most cases, the best choice to use as the medium for communication transference. E-mail can be quick and efficient and allow the writer to move on to the next task quickly; however, it may not always be the best choice. For complex topics or discussions, it is recommended to have an in-person conversation instead of using e-mail. In a more complex conversation, talking in person can save the time of having far more e-mails that would be necessary to describe and solve a problem.
Jennifer Streeter - For the past twenty years, author and executive coach Jennifer Streeter has been managing, coaching, and leading employees in a variety of ...
