Video:Office Email Etiquettewith Nick Jaynes
Email etiquette in your office is a lot different from email etiquette with your friends and family. Here's a handy guide for maintaining proper email etiquette in a professional environment.See Transcript
Transcript:Office Email EtiquetteHi, I'm Nick Jaynes for About.com, and this is what email etiquette is. I'll be using information from About.com's Career Planning Guide site.
Pick Appropriate Office Email AddressEmail is a part of everyone's daily lives, especially in the office you work in. You should write emails much differently for friends than you would for coworkers. Here are a few tips on email etiquette that you should always follow. The first rule is to make sure you have an appropriate name. Your name says a lot about who you are, and you want to be a professional. Avoid nicknames and pet names. People who don't know you may not understand them. Most professionals use some variation of their name. For example, if your name is John Smith, you may want to use Jsmith or JohnS. This is simple but professional.
Proofread All EmailsThe second rule is just as obvious as the first. Proofread all your emails before you hit the send button. Make sure there are no glaring mistakes or grammatical errors. Go over your email thoroughly and correct any of these mistakes. Most email programs come with a spell-check. Make sure to utilize it to the fullest, that's what it's there for. As far as grammar goes, try to be conversational. Contractions are okay, but try to avoid using slang, and under no circumstance should you use offensive language. Another way to be professional is to not abbreviate and do not use shorthand like "lol", "U" or "plz." Your supervisor will find it very unprofessional. For example, if you are asking a question, do not phrase it like this…"Can u plz help me with the shipping?" Make sure you write everything out. "Can you please help me with the shipping?" It's much more appropriate.
Proper Email Etiquette is Being Concise and PoliteNext, you always want to be concise in your emails. Your boss gets a lot of emails, and doesn't have a lot of time to go through them. He certainly doesn't have time to read that novel you sent him. Make sure to get to the point of your email as quickly as you can. Ask any necessary questions, but be concise. One of the toughest things to master with emails is setting the tone. Tone is very difficult to set when you are just writing and not talking. It is a very delicate process as you don't want your recipient to get the wrong impression. Never use caps lock, as that implies that you are yelling. Always start off emails with a warm greeting, for example, "Hi John, I hope you are well." This makes for a nice, polite tone in your email. It goes that extra step and that is needed in emails since displaying mood and tone are so important. Finally, remember to always mind your manners in an email to co workers. Always use "please" and "thank you." It goes a long way. Hopefully, this video has been helpful. If you follow these easy tips, your office email etiquette will be second to none.
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