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Business Tip

5 Rules For Writing Professional Emails

The average worker spends around 28 percent of the working day writing and reading emails.

Email remains one of the most important ways of communicating with each other. And yet, people frequently misuse emails.

By following our rules, we can ensure that we prevent any time being wasted unnecessarily reading or writing emails.

Check out our email etiquette training tips below. Let’s get started!

1. Always Include a Clear and Simple Subject

The subject line is an important (and neglected) part of the email. You may miss it out entirely. Or, you may write long and boring subject lines.

If you’re sending really long subject lines with your email, it won’t even display on the email until the receiver clicks on it.

But, if you don’t include a subject line, your email could even be ignored. Just include simple and clear subject lines.

This could be “question regarding meeting” or “inquiry about the proposal.”  

2. Avoid “Reply All” Whenever Possible 

When you’re about to send an email, think carefully about whether to click “reply all.” This can lead to many people receiving emails that do not concern them.

Everyone suddenly gets a notification to read the email. This can undermine productivity and get on people’s nerves.

If you’re going to hit “reply all” ensure that everyone on the mailing list needs to see your email.  

3. Review Your Email Before Sending 

You may think that a little spelling mistake or grammar error in your email doesn’t matter. But, you’d be wrong!

Surveys have found that the receiver certainly judges you for typos. That’s especially the case when it’s only a short message anyway.

You shouldn’t depend on automatic spell checkers. You need to review your email a couple of times before sending it.

4. Don’t Play Around With Fonts 

If you’re sending professional emails, you shouldn’t be playing around with different fonts. You need to stick with the classic font typefaces.

That rules out Comic Sans and American Typewriter. You need to remain with the fonts that are easy to read.

These include anything like Times New Roman or Arial. Obviously, also keep the font size 10 or 12.

Finally, ensure that you keep your font in black. Nobody wants to receive an email in bright orange.

5. Always Reply to Your Emails

Do you ever ignore an email when you receive it? We receive many emails every day that it’s difficult to answer each one. 

While the average American worker receives more than 88 emails per day. They only ever write 34 emails.

Therefore, that’s more than half of emails going unanswered. But, you should be responding to every email.

Even if you’re simply replying to inform the sender that you have received the email. You don’t want to keep your colleague guessing.  

Email Etiquette Training

Now you know the rules of sending and receiving emails. By following these rules, you’ll save time and increase productivity. Everybody benefits when you uphold email etiquette.