Emailing is one of the most popular forms of communication used today. We interact with family, friends, and colleagues all through email. Some people receive hundreds of emails a day and it is important to make sure that we are sending the right kind of email. Here is a list of ten tips to keep in mind when emailing others.
1. Write in Subject Line: Always make sure to write in the subject line to ensure that the recipients of the email are aware of the type of email they are receiving before they open it. Messages lacking a subject line are often either disregarded or end up in the spam folder.
2. Use Reply All Sparingly: Be careful when using the reply all button. Only use this option if you feel that it is imperative that all recipients read the same email. It is often annoying and distracting to receive numerous amounts of email notifications from others that have no interest to you.
3. Proofread: Everyone makes gram matical mistakes here and there but it is important that you proofread each email before you hit send. Always use the spellchecker first and then try reading the email aloud to catch any last mistakes.
4. Proper Salutations: Make sure you are using the correct salutation for the type of email that you are sending. If you are sending a workplace email be sure to use “Hello”, “Dear”, or “Hi”. Save your more informal salutations for friends and family.
6. Be Careful w/ Large Attachments: Sending a large attachment can clog the recipients inbox and cause other emails to bounce. Before you send attachments over 500KB reach out to the person to see if it is ok to send or if they prefer having that file sent to another email.
8. Avoid Slang: Although many people use slang in text messages, it is important that in your emails you avoid abbreviations. Remember that it is easier for a person to respond to a shorter and clearer email than a jumbled and confusing one.
9. Use Anti-Virus Software: Today computer viruses are prevalent. Make sure you have anti-virus software on your computer to ensure that your email is not hacked and sending spam links out to your address book.
10. Avoid Emailing Angry: We have all been on the receiving end of an angry email. Try not to respond immediately back using the same tone. Take a minute and let the email digest. Really think about the words you want to use in your response. Emailing angry can lead to more serious repercussions and could cause you to say things that you regret.