Do have a specific subject title: The clearer the subject, the more likely your email is going to be read. With hundreds of emails filling an inbox, a “to the point” subject lets the recipient know exactly what to expect and if it is worth opening.
Don’t forget to add your signature: Each email you send out should have your signature so that the recipient knows who you are and how to contact you. Luckily you can set up an automatic signature to appear at the bottom of every email.
Do use a professional greeting: “Hi” or “Hello” are acceptable but not “Yo” or “Hiya”. To be even more formal go ahead and use “Dear (insert name)”. Keep in mind that shortening a person’s name is only acceptable if you know the person firsthand.
Don’t use humor: Humor does not translate well through an email. What one person finds funny another could find rude without the facial expression and vocal tone to accompany the joke. If you aren’t sure, leave out the humor in a business email.
Do proofread: You are likely going to be judged by the composition of your emails. If there are lots of misspelled words and grammatical errors, you are likely going to be labeled as sloppy. Do a double check and save face.
Don’t assume the recipient knows what you are talking about: Make your email a stand-alone email, even if it is a response to other emails. That means no one-line emails, it can be frustrating to have to go back through a long chain of emails to clear up what is going on.
Do reply to all emails: Be prompt and polite to each legitimate email you receive. Even if you are unsure how to answer right away, a polite email should still be sent in a timely manner.
Don’t shoot from the lip: You should never send an angry email or give a quick, flip response. Give every email some thought and consideration before sending it. If you need to type up an angry email to just let it out, put it in the “Drafts” folder, DO NOT send until you have reread it and put more thought into it.
Do keep private material private: It is so easy to inadvertently copy or share an email. If you have to share personal or confidential information, do it via phone or in person, not over an email. If the personal information is not yours to share, be sure to get permission first before putting the information in an email.
Don’t! overuse exclamation points: Exclamation points and other forms of showing excitement such and emoticons, abbreviations (LOL) and all CAPITALS do not always translate well via email. Especially a business email.
