E-mail can become overwhelming. It clogs our inboxes and slows us down. Sometimes, we pound out responses as fast as possible to clear out our inboxes, giving little consideration to whatever we are actually writing. This really is unfortunate. There is a certain etiquette we ought to follow when sending e-mails. When we forget to mind our social manners, we could end up being disparaging or confusing the recipients of our e-mail missives. Here, then, is a peek at some e-mail etiquette basics.
Brevity might be off-putting
It’s tempting to answer some e-mail messages, whether from co-workers or friends, with one-word answers: “yes” or “no.” The problem is that such short messages might be off-putting to recipients. They might see the one-word reply and question if they had done something to bother you. Why else would you be so brief with them? To avoid this problem, always add a pleasant sentiment before sending your reply. A “Hope you’re having a nice day” header just before your brief answer will make all the difference. And when you’re sending your message from a tablet or smartphone, be sure to have an e-mail signature that explains that’s why your message is so short.
Don’t ignore messages
When those e-mail messages gather in your inbox, it’s very easy to let some slip through the cracks. However, not responding to e-mail messages – not counting spam or advertising messages, of course – is downright rude. Every sender deserves at the very least a “Thank you” or a “Good to hear from you” message, even if you don’t have the time to completely respond to their message.
Be careful
We receive a lot of e-mails every day, it’s tempting to pound out responses and send them back without proofreading them. After all, that removes at least some of your e-mail clutter. But this can also result in messages that are filled with typos, something that’s more than a bit off-putting. And when you don’t proof your messages, you might inadvertently forget to attach that report or photo you are promising. That’s irritating for recipients.
Keep your voice down
Whatever you do, never send an e-mail message that is written entirely in capital letters. This is whats called shouting, and no one likes it. It’s easy to see why: A message in all caps is hard on the eyes. Instead, stick to the normal rules of capitalization when drafting your e-mail messages.