Rules for the correct use of email

Rules for the correct use of email


Email is one of the most common communication systems in the workplace. And although it develops in the online world, it must be borne in mind that, as in all communications, it has a series of rules and social norms, which are often forgotten.

On the Internet, language is often neglected, misspellings are made, words are abbreviated ... but in the workplace these errors should be avoided, and try to respect the netiquette (the label on the Internet). The following are a series of aspects that must be taken care of to send a correct work email:

1. Avoid capital letters

On the Internet capital letters are equivalent to a scream, and it can be offensive to who receives the mail. Therefore, its use should be avoided, especially in the subject of email, even if you want to draw attention to something.


2. Subject

The main information must be included in the subject of the email, to avoid the recipient wasting time.


3. Misspellings

In the work context, misspellings are frowned upon. You must reread and review the email before sending it, and use a text checker if necessary.


4. Simplicity

We must avoid excess decorations. Colors, graphics ... everything that is not essential must be removed, so that the email is not confused.


5. Attachments

When an email has an attached file, check that the file has indeed been attached.


6. Avoid emoticons

The use of emoticons can be childish and not very serious in the work environment. The same goes for GIFS or videos.


7. Friendliness

Being nice never hurts. Saying "please" and "thank you" is always well valued. Also, you have to use a proper farewell, and avoid too informal formulas ("Besitossss" is only valid between friends).


8. Serious account

Both the email account and its signature must be serious. Including your full name at the end of emails is a simple elemental courtesy towards your interlocutor. We need to know who we are talking to, the signature should not include drawings, emoticons or other elements that divert attention and give an unprofessional image.


9. Exclamations

Several exclamation or question marks, bold, ellipsis ... abusing exclamations only serves to dirty the text. They should only be used when the writing requires it, and always respecting their spelling rules.


10. Respond to everyone and use CC (copy)

Choosing the right recipients of the message is almost as important as the text. Every day a worker can receive dozens of emails, so you should avoid including people in emails where it is not necessary. The same goes for the "reply to all" option, which can cause problems. You must use the CC: option to notify your boss that the email has been sent and that you know its content (if necessary).


11. Keep automatic responses to a minimum

Lastly, don't set up an auto reply that says something like "I have received your email and will reply to you as soon as I can." In 2018, emails do not evaporate on the way. Most arrive at their final destination, we know that you will respond to us when you can: it would be very rare if you responded to us when you cannot. Automatic responses are for exceptional cases, for example if you are going on vacation or going away for several days. For the rest, they only serve to confirm to spammers that your email account exists and works.


12. Use of an email client

An email client is a software that manages your email, its main advantage is that you can access your emails offline, since it downloads them to your workstation, some of the most popular are: Outlook, Mozilla Thunderbird among others.

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