Best Practices For Email In The Workplace Part II

Yesterday, Part I of Best Practice for Email in the Workplace talked about some of the best practices for formatting your email message to make them look more professional. Remember, what may be appropriate when emailing family and friends may not be appropriate when emailing co-workers.

Not only should you pay attention to what an email looks like, but you also need to pay attention to the content of the message. So, here are a few additional tips to ensure you are getting the right message across.

• Start your email with a greeting. A proper greeting sets the tone for your message. Messages lacking a greeting may come off as rude. A simple greeting such as Dear, Good afternoon, or Hi is appropriate. A closing
• End your email with a closing. Just including your name may come off as being abrupt. Try including a simple closing such as ‘Regards’, ‘Sincerely’, or ‘Thank-you’.
• Include the most important information at the beginning of the message to get your recipients attention.
• Avoid using slang terms. Slang may be appropriate for emails outside of the workplace. However, your recipient may not understand slang terms, find it confusing, or even offensive.
• Follow good manners. If you are requesting something from your recipient, include ‘please’ and ‘thank- you’.
• Use proper grammar and spelling. Bad grammar and spelling may create the impression that you, the sender, are careless, sloppy, and do not pa attention to detail.

Lastly, since errors reduce the effectiveness of a message, always proofread your email before hitting the Send button.

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