Tuesday Ten: Email Etiquette
Ever been looking for inspiration but want to avoid a lengthy read? This week, WIBA Online presents a new monthly feature, the "Tuesday Ten". Each one will highlight ten items or ideas that we believe will be useful for everyone going forward. Different from our other blog posts, the Tuesday Ten can be easily read on the go!
Living in the digital age means that we are completely immersed in online communication. This undoubtedly includes sending an unimaginable amount of emails. Whether it is to a professor, campus recruiter, or even a distant relative, it is important to be aware of what impression we are giving.
Tip #1: Do Your Research
The ease of sending an email often leads us to believe that we can say whatever we would like. While it is true that sending an email shows you care, it can sometimes display your lack of attentiveness. Before asking your professor where his office is located, refer to the syllabus. Prior to asking that senior manager from that large company what they do, check up on their recent LinkedIn activity. In doing so, you will be able to ask insightful questions that require an actual response. With so many things going on at once, no one has time to regurgitate a fact that is already easily accessible.
Tip #2: Minimize your Subject Line
If you cannot clearly identify the topic of the message, then the odds are that your recipient will not either. Rather than adding a lengthy subject line, opt for one that can summarize your message in five words or less.
Tip #3: Avoid the Expected “Dear”
While it is true that the use of “dear” to begin an email demonstrates your professionalism and respect for the recipient, a lot of people perceive it as being outdated. If you are relatively close in age with your reader, try to acknowledge them in a different manner, such as “good morning” or “good afternoon”, depending on the time of day.
Tip #4: Know Your Audience
There is nothing worse than addressing a “Mr.” as “Mrs.” or a “Dr.” as “Professor”. Especially when it comes to the second example, doctors work endless hours to obtain their PhD and have earned the right to be recognized for that. Refer to a syllabus or firm website to ensure that you are addressing your recipient appropriately.
Tip #5: Start Off Strong
Begin each email with a clear objective or reason for the message. That way, your recipient will be motivated to continue reading and remain engaged throughout the text.
Tip #6: Break It Up
I am sure we have all received a message from a co-worker, group member, or even a relative that tries to address multiple topics or ideas in one lengthy paragraph. This can easily lead to miscommunication. Limit yourself to a few sentences per paragraph and if you are unsure of whether to break it up, then you most likely should.
Tip #7: Keep Emotions Professional
While you might be extremely passionate or enthusiastic about the topic you are discussing, limit the amount of varied punctuation you utilize. Use exclamation marks sparingly, and avoid asking too many questions in a row.
Tip #8: Avoid the Old-fashioned “Sincerely”
Similar to the second tip, try to differentiate yourself. Individuals who receive several emails per day have probably seen the word “sincerely” more than you could even imagine. Use alternatives such as “many thanks” or simply “I look forward to hearing from you”, followed by your signature block.
Tip #9: Review, Review, Review
There is no worse feeling than looking back at that email you sent a week ago to a campus recruiter and noticing a typo, if not, multiple. Triple check your correspondence prior to hitting that send button and you will thank yourself later.
Tip #10: Ward Off Unreal Expectations
This may be the least obvious tip. Expecting to get a reply from a senior manager at a firm within an hour or even a day is unrealistic. Rather than hitting refresh over and over again, keep yourself busy while you wait for a return email.
About the writer: Emily Yach is a second year Commerce student at Dalhousie University. She is the Marketing and Communications Coordinator for the Rowe Women in Business Association and recently spent the summer working as an intern at Pension Canada within the Accounting department.
Photo Source: Inc.com
