According to Statista, in 2017 the total number of business and consumer emails sent and received per day reached 269 billion and is still growing.
And by the end of this year, the total number of email users is expected to hit 2.2 billion!
It’s safe to say that email isn’t going away anytime soon, so here’s a quick guide to email etiquette.
1. Include a short subject.
The subject doesn’t need to be more than a few words, but it needs to be attention-grabbing and relevant to your email content.
2. Reply promptly.
Try to reply to every email you get, as soon as you get it.
If that’s not manageable, try to at least reply on the same day.
3. Include your signature.
Always include your signature at the end of every email.
Your signature should include your name, position title, company and contact information at the very least.
4. Always include a greeting.
While different situations warrant different greetings, you should always include one.
Some common greetings include:
- “Hi [name],”
- “Greetings [name],”
- “Hello [name],”
5. Proofread before sending.
As with everything, remember to proofread your emails before clicking send.
Read for errors and for clarity. Make sure the person you’re emailing knows what you’re asking of them.
6. Use a professional-sounding email address.
If you’re not using your work email account for some reason, make sure your personal one sounds professional.
And, if you’re still using the same email address you had in 2005, consider updating it.
Either way, it’s best to use some variation of your first and last name.
7. Don’t over-use “reply all.”
There’s no need to spam your email contacts.
Only use “reply all” when the email message is pertinent to everyone.
8. Be careful with Bcc and Cc.
Bcc stands for blind carbon copy and Cc stands for carbon copy.
The difference between these is that Bcc does not show the email address of the recipients specified in this message header, meaning that the recipients in the Cc or To field will not know that a copy of the email was sent to the addresses listed in the Bcc field.
Generally, Bcc should be used when emailing a group of contacts who don’t know each other to protect the privacy of your contacts.
Cc can be used for a group of people who know each other and don’t mind having the other individuals know their email address.
If you’re not sure about one of your email contacts’ privacy preferences, ask!
9. Keep it clear and concise.
Most people only skim emails, so keep yours clear and concise.
When necessary, bold or underline important words.
10. Use a scholarly font and color.
It is never, ever okay to use hot pink Comic Sans or Papyrus in your emails.
It will destroy your credibility – resist the urge.
Instead, stick to a scholarly font like Times New Roman or Arial in plain black or dark blue.
11. Check your attachments.
Forgetting to attach a document is a common mistake, but it can be avoided by attaching files first before writing your email, then always double-checking before clicking send.
Remember, you can use zip files for large attachments.
Keep your inbox tidy. Create different folders and categories to keep track of all your emails.