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Emails have become the modern day communication tool across the web world. Right from the top Head of an Organisation to the grass root worker, emails have been the medium of official communication and correspondence. There are internal email systems as well, within an Organisation for inter departmental communication. It is apparent that one has to adhere to some email etiquette in order to maintain the principles of business.

Spamming – This has become a bane to modern day communication where there are scores of junk emails being sent choking the transmission systems and causing  a pressure on the power consumption, besides annoying the reader who is into serious business. Please ensure that the e mail you send is reaching the desired person only.

Subject- Always make it a point to mention the subject in the slot meant for it. Even though we tend to read emails without subject mentioned, it is many times annoying and the sender is looked upon as being unprofessional and careless.

Salutation – Ensure that you mention the correct salutation ( Mr. / Ms. / Dr. / Mrs. / Sir / Madam) etc. before you write the name of the person whom you are address. It is not wrong to excuse yourself if you are unaware about the gender of the person to whom you are addressing. But make it a point to mention and apologise for the same.  

Language – Be polite while writing an e mail. Even while writing about a serious / harsh matter, make it a point to express your unhappiness but not vent your anger against the person at the other end. Written words are considered more serious than orally conveyed. Try to make your point by being specific and not too elaborative.

Spelling & Grammer – Please double check for spelling and grammatical mistakes if any. They give a very bad picture of the Organisation and its people. It gives an impression of not having the right people at the other end. Make the best use of ‘spell check’ on your e mail.

Use of Capitals – Do not use Capitals for words in between unless absolutely essential. It amounts to shouting. It may look fine when you are writing about a serious issue and want to stress a point.

Personal matter – Never write personal matters in Official emails. Many of them don’t like it and gives a bad picture. 

Signature – Ensure that you end the email with the proper footnote like ‘Thanks and regards’, ‘ Best regards’, ‘Your’s sincerely’, ‘Your’s truly’ etc. Always sign off with your name and the Organisation you are working with. For an official introductory, it is professional to mention the contact details as well, in order to make the reader sure that you are serious.

Following such simple dos and donts while emails, will create a positive feeling in the reader’s mind and can immensely help in establishing a long term relationship. Happy Emailing !