E-mail has allowed fast and efficient communication for all. While this proves to be beneficial, many are unaware of proper e-mail etiquette. Like anything else in the professional world, the way you e-mail is a reflection of yourself.

1. Sending before you mean to. Most people compose their e-mail in this order: Recipient’s e-mail address, subject, and then the body of the e-mail. Try reversing this order. Only enter the recipient’s e-mail address when you’re 100 percent sure you are ready to have it sent out. This avoids sending to the wrong person or an unfinished e-mail going out.
2. Forgetting the attachment. If you’re sending an e-mail with an attachment, have that be the first thing done. It can be embarrassing to send an e-mail without it and then have to follow up with another e-mail. Also, double check if your sender definitely wants any extra files or documents in an attachment or has any special requests on how they want it sent to them. For example: copy of a resume. Some may ask to have it included within the text. This shows you can follow directions.
3. Expecting an instant response. Don’t send an e-mail and show up at the recipient’s desk 30 seconds later asking if they’ve received it. They did, and they’ll answer at their convenience. That’s the point of e-mail.
4. Forwarding useless e-mails. This includes: chain letters, jokes, long stories, or YouTube links of someone after getting their wisdom tooth pulled out. It’s not necessary to use your work or professional e-mail for those matters and it’s pretty likely the recipients you send out to won’t find too entertaining either. If you feel that someone just HAS to see it,correspond through a personal e-mail address instead.
5. Not reviewing all new messages before replying. If you’ve been away from your desk for a period of time or away on vacation, make sure you read all the e-mails that have you have been included in to catch up. By responding without getting all the information, it can cause confusion, errors, and frustration from everyone else involved.
6. Omitting recipients when you “reply all.” Unless there’s an important reason to not include a particular person, don’t arbitrarily leave people off the response if they were included on the original message.
7. Including your e-mail signature again and again. If you have been corresponding with someone on a normal basis, there’s no need for it. Signatures are appropriate for formal e-mails or someone you’re not too familiar with. If it has been programed into your e-mail settings, just delete it after the first e-mail if you’ve been writing back and forth. It allows for a cleaner looking e-mail when the clutter is cut out.
8. Composing the note too quickly. Write your e-mails as if you’re being graded on them. Use proper grammar and make sure spelling is correct. When it shows that you’ve taken the time and consideration towards the e-mail, it shows you take pride in your work.
9. Violating your company’s e-mail policy. Companies have aggressive spam filters in place that monitor “blue” language. This can range from vulgar language to simple terms like “job search”. This can trip the system.
10. Failing to include basic greetings. Use greetings and pleasantries. “Hello”, “please”, and “thanks”, go a long way.
11. E-mailing when you’re angry. Avoid this at all costs. If something or someone has upset you at work (or anywhere in that matter), keep in mind, you’re probably not in the right state of mind. Give yourself some time to cool off and then compose yourself in a professional manner when addressing the issue in hand.
12. Underestimating the importance of the subject line. Your subject line is your headline. Make it interesting. When mailboxes get cluttered and it’s difficult to differentiate what’s important and what really isn’t. If you’re a repeat offender of dull e-mail subjects, most likely your e-mails aren’t being taken as seriously as you’d like. Write something that will catch reasonable attention(don’t want to come off as looking desperate with “PLEASE READ THIS!!!!!”),you’ll get the responses and feedback you’re looking for in a timely manner.
13. Using incorrect subject lines. If you’re starting a new conversation, change the subject line.
14. Sending the wrong attachment. Make sure if you’re re-writing a new e-mail with an attachment or send multiples, double check that it’s the correct one. You may be sending copies of the same one or, worse case scenario, an attachment you may not want anyone to see.
15. Not putting an e-mail in context.If you’re waiting for a response from a person you spoke to hours ago, remind them why you’re writing. People read so many e-mails a day, it’s easy to forget what subject you were talking about with a particular person.
16. Using BCC too often. Try not to use BCC (Blind Carbon Copy)frequently. If something is meant to be a secret, most likely it won’t stay one. You take the risk that this may be forwarded to someone who wasn’t meant to see it or the sender them self. Like e-mail forwarding, this too can ruin your professional credibility.
17. Relying too much on e-mail. If the subject is urgent, time sensitive, or needs immediate attention, don’t expect an e-mail to come to the rescue. With a situation like that, use a faster way of communication like a phone call or talking in person.
18. Hitting “reply all” unintentionally. If you’ve written something meant for one person to see, make sure that it’s the only pair of eyes to see. Hitting this button can be embarrassing and even negatively effect your professional relationships.
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