Emails today are the heart and mind of any business or profession. With the invention of internet, the distances and time are of no more concern, everything is possible in matter of split seconds. Emails today are playing a crucial role in business development, relationship management and time management.
Companies are regularly upgrading their staff by grooming them with email etiquette. These trainings basically are to make the employees understand the intricacies about writing an email. The email etiquette are now a core substance behind effective email writing.
Generally, the points that are covered in email etiquette talks about the language, grammar, spelling and proper presentation of information. However, apart from these usual concerns, there are several other points that need to be focused for enhancing the quality and efficiency of the email and its impact on the reader.
Once the email is in inbox, it is considered good to acknowledge them as soon as possible. This keeps the conversation and relationship active and also creates a professional image of yours. Secondly, while responding to mail it should be taken care of that the message should have a reference of the earlier mail, else the reader would wonder about which issue the mail is referring to.
Often it is seen that people forward mail to their customers or other people for providing them with some information. Well there is nothing wrong in forwarding mails, but the way and format they are forwarded is of prime importance. While forwarding mail, we should check whether or not we are disclosing unnecessary email ids to the other people. This ways we might be ruling over other’s privacy. While forwarding mail, generally the icon of reply and forward appears in the subject line. They should be removed from their as it leaves a bad impression about the sender.
Many people fall prey of email arguments and this is not a professional thing to do, and using reply all while arguing is seriously not ethical. The reply all should be used very judiciously and only in concerns when the mails are exchanged among a certain group of people in favor of any particular issue, otherwise it is always good to discuss face to face or at least over the phone to sort any misunderstanding.
It is also recommended that the mails should be free from any gender specification as it can lead to legal intricacies. While framing emails it is also advised not to use CAPITAL letters as it looks like either one is shouting or challenging the reader. So the language and the writing style should be decent, properly structured and should have disclaimers as well.
Email etiquette would help anyone in handling their communication effectively. Hence, for any profession to taste the wine of luck and progress, efficient emails can be a great business building tool.
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