Email Etiquette: What You Need to Know Before Sending Professional Emails

Unlike WhatsApp, Emails don’t have a “delete for everyone” option. Once you tap or click the “send” button, your email will go to the recipient and you can’t retrieve it. Hence, you need to be very intentional about the structure, especially when you are sending in an application for a job, fellowship…

Lately, I’ve been sending a lot of emails. And I will be sharing with you some of the mistakes I’ve made and the lessons. Get your notepad and let’s learn how to avoid poorly written mails so that we can protect the image of our professional brands.

1. Pay Attention to the Subject Line

The subject of every email is the doorway to the content. Write a straightforward to the point subject that will give the recipient an idea of what the body of the letter is about. Recently, my editor told my colleagues and I that he’ll ignore any mails that don’t have subjects.

2 Use a Proper Salutation

Begin your email with phrases such as “Good morning,” “Good afternoon,” “Good evening,” or “Hello.” “Good day” or “Greetings” are other phrases used frequently in the international arena.

Avoid using “Hey babe” in professional emails even if the HR Manager (or any other recipient) is your wife😂. Remember, it’s a professional mail.

3. Introduce Yourself Properly

If you are sending in your mail for the first time, it’s important that you let the recipient know who you are. Don’t jump into the details without a proper introduction.

4. Avoid the Use of Emojis

Those little winking, smiling icons are for informal conversations. They are inappropriate and unprofessional in a business email. Emoticons may divert emails to a spam filter or junk mailbox, and it can look immature and unprofessional.

5. Proofread the Contents

Before you hit the “send” button, make sure you’ve gone through the content to purge it of every error.
Use spell check tools.

6. Indicate Attachments

Always indicate if you attached a file in a mail so that the recipient doesn’t get to overlook it.

Something as simple as, “Attached is the document for the…”

7. Maintain a Professional Tone and Use Proper Language

Research shows making errors seriously impacts how people see you. In one study, participants who read an email with grammatical errors thought the writer was less conscientious, intelligent, and trustworthy than those who read the same email without errors.

8. Shorten Your URLs

Long URLs can take up space and make the whole place messed up. Use bit.ly to shorten your links.

9. Use Professional Email Address Names

Avoid the use of names like pweetyboy@johnstone.com.ng in professional email. Your email address should reflect your identity; johnstone@smsgafrica.com or johnstonekpilaakaa@gmail.com or jkpilaakaa@gmail.com are good examples of a professional email address.

10. End with a Conclusion.

Don’t end a mail midway, ensure you end with a conclusion. Such as “Thanks in anticipation to your prompt and favorable response”.Always strive to make a perfect impression with your mails.

What did you learn? Do you have any tip you’ll like to share? I’m waiting to read them in the comment box.


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