{"id":2161,"date":"2016-05-05T14:58:13","date_gmt":"2016-05-05T19:58:13","guid":{"rendered":"http:\/\/kbicblog.com\/blog\/healthcare-finance\/?p=2161"},"modified":"2016-09-15T13:07:51","modified_gmt":"2016-09-15T18:07:51","slug":"15-rules-of-professional-email-etiquette","status":"publish","type":"post","link":"https:\/\/kbicblog.com\/healthcare-finance\/candidate-career-resources\/15-rules-of-professional-email-etiquette\/","title":{"rendered":"15 Rules of Professional Email Etiquette"},"content":{"rendered":"

15 Rules of Professional Email Etiquette<\/h2>\n

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Dallas, TX\u00a0| Posted May 5,\u00a02016<\/strong><\/p>\n

US employees spend, on average, about a quarter<\/a> of the workweek combing through hundreds of emails<\/a>.<\/p>\n

Despite the fact that we\u2019re glued to our reply buttons, career coach Barbara Pachter says plenty of professionals still don\u2019t know how to use email appropriately.<\/p>\n

Because of the sheer volume of messages we\u2019re reading and writing, we may be more prone to making embarrassing errors, and those mistakes can have serious consequences.<\/p>\n

Pachter outlines the basics of modern email etiquette in her book \u201cThe Essentials Of Business Etiquette.\u201d<\/a> We pulled out the most essential rules you need to know.<\/p>\n

1. Include a clear, direct subject line.<\/h3>\n
\n

Examples of a good subject line include \u201cMeeting date changed,\u201d \u201cQuick question about your presentation,\u201d or \u201cSuggestions for the proposal.\u201d<\/p>\n

\u201cPeople often decide whether to open an email based on the subject line,\u201d Pachter says. \u201cChoose one that lets readers know you are addressing their concerns or business issues.\u201d<\/p>\n

2. Use a professional email address.<\/h3>\n

If you work for a company, you should use your company email address. But if you use a personal email account \u2014 whether you are self-employed or just like using it occasionally for work-related correspondences \u2014 you should be careful when choosing that address, Pachter says.<\/p>\n

You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email. Never use email addresses (perhaps remnants of your grade-school days) that are not appropriate for use in the workplace, such as \u201cbabygirl@\u2026\u201d or \u201cbeerlover@\u2026\u201d \u2014 no matter how much you love a cold brew.<\/p>\n

3. Think twice before hitting \u2018reply all.\u2019<\/h3>\n

No one wants to read emails from 20 people that have nothing to do with them. Ignoring the emails can be difficult, with many people getting notifications of new messages on their smartphones or distracting pop-up messages on their computer screens. Refrain from hitting \u201creply all\u201d unless you really think everyone on the list needs to receive the email, Pachter says.<\/p>\n

4. Include a signature block.<\/h3>\n

Provide\u00a0<\/strong>your reader with some information about you,\u00a0Pachter suggests. \u201cGenerally, this would state your full name, title, the company name, and your contact information, including a phone number. You also can add a little publicity for yourself, but don\u2019t go overboard with any sayings or artwork.\u201d<\/p>\n

Use the same font, type size, and color as the rest of the email, she says.<\/p>\n

5. Use professional salutations.<\/h3>\n

Don\u2019t use laid-back, colloquial expressions like, \u201cHey you guys,\u201d \u201cYo,\u201d or \u201cHi folks.\u201d<\/p>\n

\u201cThe relaxed nature of our writings should not affect the salutation in an email,\u201d she says. \u201cHey<\/em>is a very informal salutation and generally it should not be used in the workplace. And Yo<\/em> is not okay either. Use Hi<\/em> or Hello<\/em> instead.\u201d<\/p>\n

She also advises against shortening anyone\u2019s name. Say \u201cHi Michael,\u201d unless you\u2019re certain he prefers to be called \u201cMike.\u201d<\/p>\n

6. Use exclamation points sparingly.<\/h3>\n

If you choose to use an exclamation point, use only one to convey excitement, Pachter says.<\/p>\n

\u201cPeople sometimes get carried away\u00a0and put a number of exclamation points at the end of their sentences. The result can appear too emotional or immature,\u201d she writes. \u201cExclamation points should be used sparingly in writing.\u201d<\/p>\n

7. Be cautious with humor.<\/h3>\n

Humor can easily get lost in translation without the right tone or facial expressions. In a professional exchange, it\u2019s better to leave humor out of emails unless you know the recipient well. Also, something that you think is funny might not be funny to someone else.<\/p>\n

Pachter says: \u201cSomething perceived as funny when spoken may come across very differently when written. When in doubt, leave it out.\u201d<\/p>\n

8. Know that people from different cultures speak and write differently.<\/h3>\n

Miscommunication can easily occur because of cultural differences<\/a>, especially in the writing form when we can\u2019t see one another\u2019s body language. Tailor your message to the receiver\u2019s cultural background or how well you know them.<\/p>\n

A good rule to keep in mind, Pachter says, is that high-context cultures (Japanese, Arab, or Chinese) want to get to know you before doing business with you. Therefore, it may be common for business associates from these countries to be more personal in their writings. On the other hand, people from\u00a0low-context cultures (German, American, or Scandinavian) prefer to get to the point very quickly.<\/p>\n

9. Reply to your emails \u2014 even if the email wasn\u2019t intended for you.<\/h3>\n

It\u2019s difficult to reply to every email message ever sent to you, but you should try to, Pachter says. This includes when the email was accidentally sent to you,\u00a0especially if the sender is expecting a reply. A reply isn\u2019t necessary but serves as good email etiquette, especially if this person works in the same company or industry as you.<\/p>\n

Here\u2019s an example reply: \u201cI know you\u2019re very\u00a0busy, but I don\u2019t think you meant to send this email to me. And I\u00a0wanted to let you know so you can send it to the correct person.\u201d<\/p>\n

10. Proofread every message.<\/h3>\n

Your mistakes won\u2019t go unnoticed by the recipients of your email. \u201cAnd, depending upon the recipient, you may be judged for making them,\u201d Pachter says.<\/p>\n

Don\u2019t rely on spell-check. Read and reread your email a few times, preferably aloud, before sending it off.<\/p>\n

\u201cOne supervisor intended to write \u2018Sorry for the inconvenience,’\u201d Pachter says. \u201cBut he relied on his spell-check and ended up writing \u2018Sorry for the incontinence.’\u201d<\/p>\n

11. Add the email address last.<\/h3>\n

\u201cYou don\u2019t want to send an email accidentally before you have finished writing and proofing the message,\u201d Pachter says. \u201cEven when you are replying to a message, it\u2019s a good precaution to delete the recipient\u2019s address and insert it only when you are sure the message is ready to be sent.\u201d<\/p>\n<\/div>\n

12. Double-check that you\u2019ve selected the correct recipient.<\/h3>\n

Pachter says to pay careful attention when typing a name from your address book on the email\u2019s \u201cTo\u201d line. \u201cIt\u2019s easy to select the wrong name, which can be embarrassing to you and to the person who receives the email by mistake.\u201d<\/p>\n

13. Keep your fonts classic.<\/h3>\n

Purple Comic Sans has a time and a place (maybe?) but for business correspondence, keep your fonts, colors, and sizes classic.<\/p>\n

The cardinal rule: Your emails should be easy for other people to read.<\/p>\n

\u201cGenerally, it is best to use 10- or 12-point type and an easy-to-read font such as Arial, Calibri, or Times New Roman,\u201d Pachter advises. As for color, black is the safest choice.<\/p>\n

14. Keep tabs on your tone.<\/h3>\n

Just as jokes get lost in translation, tone is easy to misconstrue without the context you\u2019d get from vocal cues and facial expressions. Accordingly, it\u2019s easy to come off as more abrupt that you might have intended. You meant \u201cstraightforward\u201d; they read \u201cangry and curt.\u201d<\/p>\n

To avoid misunderstandings, Pachter recommends you read your message out loud before hitting send. \u201cIf it sounds harsh to you, it will sound harsh to the reader,\u201d she says.<\/p>\n

For best results, avoid using unequivocally negative words (\u201cfailure,\u201d \u201cwrong,\u201d or \u201cneglected\u201d), and always say \u201cplease\u201d and \u201cthank you.\u201d<\/p>\n

15. Nothing is confidential \u2014 so write accordingly.<\/h3>\n

Always remember what former former CIA Director David Petraeus apparently forgot, warns Pachter: Every<\/em> electronic message leaves a trail.<\/p>\n

\u201cA basic guideline is to assume that others will see what you write,\u201d she says, \u201cso don\u2019t write anything you wouldn\u2019t want everyone to see.\u201d A more liberal interpretation: Don\u2019t write anything that would be ruinous to you or hurtful to others. After all, email is dangerously easy to forward, and it\u2019s better to be safe than sorry.<\/p>\n","protected":false},"excerpt":{"rendered":"

15 Rules of Professional Email Etiquette                 Dallas, TX\u00a0| Posted May 5,\u00a02016 US employees spend, on average, about a quarter of the workweek combing through hundreds of emails. Despite the fact that we\u2019re glued to our reply buttons, career coach Barbara Pachter says …<\/p>\n","protected":false},"author":26,"featured_media":2162,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"ngg_post_thumbnail":0,"footnotes":""},"categories":[81,310],"tags":[323,82,325,168,326,324,83,280,287,276,66,85,275],"class_list":["post-2161","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-candidate-career-resources","category-client-resources","tag-15-rules-of-professional-email-etiquette","tag-business","tag-candidate-resources","tag-career-advice","tag-client-resources","tag-email-tips","tag-healthcare-finance","tag-healthcare-finance-jobs","tag-healthcare-finance-news","tag-healthcare-finance-recruiting-practice","tag-healthcare-industry","tag-kayebassman","tag-kayebassman-international-corp","column","threecol","has-thumbnail"],"yoast_head":"\n15 Rules of Professional Email Etiquette<\/title>\n<meta name=\"description\" content=\"15 Rules of Professional Email Etiquette that will make you get noticed. 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