Business E-Mail Etiquette

E-mail messages typically take a casual tone. The instantaneous nature of e-mail makes it more conversational rather than a thought out postal letter. Specialized web-slang is omnipresent in online communication, and emoticons make it easy for sentiments to be expressed via quick visuals rather than full sentences. This informal style becomes second-nature to an avid e-mail user, but how does one adjust e-mail practices for the office environment?

1. Avoid online-specific abbreviations: Avoid typical online abbreviations like "txt" for "text" or "u" for "you." These abbreviations may save you a little bit of time when typing, but they come off as very unprofessional, so it's just not worth it. However, if the abbreviation is commonplace outside of web or text messaging, then it is probably appropriate. For example, abbreviations like "ASAP" for "as soon as possible" or "USA" for "United States of America" are entirely acceptable within the parameters of good business etiquette.

2. Use full sentences: When talking in a chat room or sending an e-mail, some people get in the habit of using fragments and improper grammar. While this okay in informal instances, it has no place in formal communication.

3. Use correct capitalization: In e-mails, many people forgo the "shift" key and simply write without capitalizing proper nouns or the beginning of sentences-this is unacceptable in business communication. Make sure you get in the habit of capitalizing according to standard written conventions.

4. Don't use emoticons: While a smiley face may be cute in a message between friends, it is not appropriate for messages between co-workers. Such e-mail symbols are informal and can even sometimes come off as immature.

5. Add an online signature to your e-mails: Most e-mail accounts have automatic signature options. If your account does not, then make sure you place a Post-It note on your computer to remind you to sign every e-mail (even short ones). As a professional, you'll want to make yourself available to clients and coworkers. Part of keeping lines of communication open is to invite face-to-face or phone conversations in addition to less formal e-mail correspondences; therefore, your online signature should include your name, phone number, and office address.

6. Utilize the subject line: Make sure your write a clear, precise subject. Especially in a busy office, individuals may prioritize e-mails based on the importance of the subject. Make sure you are honest and descriptive, yet not overly wordy in your subject line; it is simply common courtesy. While clever, witty, humorous titles are okay for friends, a professional subject line should only contain relevant and easily comprehended details.

7. Confirm receipt of e-mails: This rule is a bit flexible; you certainly do not have to confirm receipt of every e-mail. Use your best judgment. If you have regular e-mail communication with an individual, receipt is usually implied-it can actually become a bit of a nuisance for the person if you send replies to every e-mail they send you throughout the day! Typically you'll reserve such messages for people you don't typically e-mail during the week-it is just a nice follow-up to let the sender know you have received the information and you are reading it. But, again, keep flexibility in mind; use such confirmation messages as a vehicle for establishing good communication and opening up friendly dialogue, don't simply fill them with fluff. Imagine the frustration of reading dozens of receipt confirmations without any of them actually containing any important information.

8. Identify attachments: Internet security is important. As such, many people are wary of opening mystery attachments. Make sure to label the file appropriately, and also include a very brief explanation of the attachment within the body of your e-mail. It can be as simple as "I have attached the expense report to this e-mail" or "please see the attached resume."

Use these guidelines to ensure e-mail professionalism. Presenting yourself in a professional light is important at work, so make sure you don't slip into informal habits during formal business messaging.