Proper Email Etiquette

By: McKenzie

The official form of communication between students and the University of Minnesota Duluth is email. The emails that you sent in high school to your teachers and peers may not cut it here because in the professional world email etiquette is essential.

Make the subject line clear and concise
Anyone receiving your email is going to judge it by the subject line. A lengthy, cluttered subject line has already lost the attention of the recipient before they have even begun reading your email. Keep it short and sweet.

Address the email recipient
When you directly address the email recipient they will know the email was intended for them. Doing this also engages their attention because they know you expect a response from them personally and prompts them to respond more hastily.

Keep it short
Generally speaking, most people don’t have a lot of time in their days. Keeping emails short allows you to quickly engage them before their mind wanders to the other tasks they need to complete. A lengthy email will likely get skimmed and disregarded.

Proper email etiquette

Appropriate salutations
Always consider your recipient. While your friend may expect you to end the email with your typical, “Peace out,” your employer may expect something more formal. There are very few office environments where you wouldn’t speak to your boss professionally, and even in those environments it may still be best to end the email formally.

Include a signature
At the end of an email you should include your signature. While some prefer to write this out, yours may be too long to write out every time. Luckily through your email provider you can program and save a signature that will automatically appear at the end of an email. Not only will this save you time, but you’ll also keep peace of mind knowing that all your information is correct.

Maintain formality
It never hurts to be too formal. Regardless of who the email recipient is, it is always better to be overly formal instead of informal because the email shapes the way the recipient perceives you. If the recipient responds and tells you that you can be more relaxed that is better than being told that you aren’t taking the conversation seriously.

Bonus tip
Don’t respond to an email while angry. If a situation is upsetting to you, take a few moments (or a day) before you respond. Stepping away from your email allows you to process the situation and formulate a more emotionally even response. Having someone else read your response before you send it can also help you keep emotions in check. Communicating in writing is very different than in-person and we don’t want you to inadvertently burn any bridges.

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Photo source: Unsplash | Alex Knight

Email Etiquette 101

By: Whitney

Every time I have to send an email I get a little nervous. I am so worried something I say will be misinterpreted and I will either end up unintentionally offending someone or look like a fool. Does anyone else have this problem?

In the world we now live in email has become an essential form of communication whether it be in the workplace or in college. I send many emails a day to everyone from old friends to professors, and it is so important that the email you send is right for the person receiving the message. Just like in any form of communication there is a lot of room for misunderstandings. The danger of email is that the receiver does not have a chance to see your face or your body language, which in normal conversations is key to understanding messages. So the question is… What can I do to make sure that I am emailing appropriately?

Angela Nielsen posted on Inspired Mag an infographic entitled “Email Etiquette More Than Just Manners.” I found this blog post to be very interesting and helpful! It states 15 tips for better email etiquette. While I am not going to go into great detail about all of them, I want to share the ones I found to be especially informative.

Email 1

1. Think, write, and think again: As I said above, in an email the receiver cannot read your body language to assist them in figuring out what you are trying to say. This being said, it is very important to think about what your message is, then write it down. It is also important to think about the message again especially in trying to figure out how the message is going to be received on the other end.

Email 2

2. Use a meaningful subject line: When I first started emailing I hardly ever used the subject line, mostly because I didn’t know what to put in it. I have changed my thinking now and use it every time. If you are emailing a professor, co-worker, or boss, it is important to let them know what the message is about otherwise it is likely to be ignored (like the other 6,759 unread emails that often end up in many inboxes). Even simply stating the class it is for or the project you are working on is better than just leaving it blank because it gives context to your message before they open it.

Email 3

3. One of the most important topics she brings up is to make sure to proof and spell check your email before you send it. When you send a message with a lot of misspelled words or bad grammar you are sending a message you either did not care enough to proofread the message or that you did not learn proper English. Neither of which is a message you want to send to a professor, boss, or co-worker. To add to her words, make sure you do not use abbreviations such as lol or c u there. This is not professional and if you use these shortcuts you will not be seen with respect in the professional world.

email 4

4. The final tip I am going to share is take time to reply. Although not all messages need a reply. Even sending a simple thank you back to the sender to let them know you received the message is always better than leaving the message unanswered.

I know that I have started to pay extra close attention to what I send through email. I make sure to keep in mind that once I send a message, I can’t take back what I said or change the language I used. Email is something you have to do right the first time. So before you send another email, I hope these tips help you in sending an email that is appropriate for your audience, clear, and error-free. For the rest of the tips talked about by Angela Nielson visit http://inspiredm.com/email-etiquette/.

Of Possible Interest: 

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