10 Golden Rules of Writing Email at the Workplace

7 July 2016

Presently, email has become a pivotal tool in business. In workplace, email correspondence should professionally treat differently than personal emails. When using email in workplace or for business purposes, email shall always clear and concise to avoid unintended damage to relationships and image of yourself or company. Following are some rules for email writing. 1) Keep messages brief and to the point.

Write email in short, brief and to the point. State your point in a couple of sentences, preferable not more than three paragraphs. Concentrate on one topic per email whenever possible. Split the messages into more than one mail if you have messages more than one topic. 2) Familiarize yourself with email tools.

Familiarize yourself to the tools and types of email included subject line. “To” field is sending to the main recipient. Add person to the “cc” field when you need to loop this person for information. Use “bcc” when sending someone a copy without the others on the list receiving his or her email. Only send information to people who you deem is necessary. 3) Use proper grammar, spelling and punctuation.

This is important for conveying the message efficiently. Improper use will reflect bad impression of your company. Use full stops or commas in the emails. Proper grammars use are essential to deliver right message to recipient(s) without alter the original meaning of message. Check message spelling before each message sent.

4) Do no write all in CAPITALS. Use correct capitalization and ward-off writing all in CAPITALS as it seems to show if you are SHOUTING. This can be very annoying and might trigger an unwanted response in the form of a flame mail. 5) Avoid using abbreviations and emoticons.

Never practise using abbreviations in business emails such as BTW, FYA and etc. These are generally inappropriate and create misunderstanding and may wrongly interpret by recipient the meanings of the abbreviations. Similarly apply to emoticon, such as smiley. 6) Avoid angry outburst.

Avoid writing and sending angry or sarcastic message. Calm yourself down if you need to before composing or responding an email. Misuse of email can be used by others as evidence in court. 7) Add disclaimers to emails.

It is important to protect the company from liability in a court of law by adding disclaimers to your internal and external mails. Consider the scenario if an employee accidentally forwards an email containing virus, your company can be sued for the damages. If a disclaimer added at the bottom of every external mail, saying that we cannot be held liable for any transmitted viruses and the recipient must check the email for viruses. 8) Do not copy message or attachment without permission.

Always seek permission from the originator if you want to copy the message or attachment. You might be infringing on copyright laws if no permission granted. Delete private and confidential email if it is not intended to be sent to you.

9) Use templates for responses. Some questions are frequently asked such as directions to the office or how to subscribe to the newsletter. Save these texts as response templates in a word document or use pre-formatted emails and paste these into your message when you need them. 10) Avoid using URGENT and IMPORTANT.

Trying to use these words in an email or subject line unless it is needed. Be more considerate as other people may have more prioritized task than what you thought or avoid simply for own agenda purpose. Well-conversant and adhere to the above 10 golden rules should give you a strong jump-start on email writing. Get yourself familiar by keep practising and it would be a useful tool in business communicating world.

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