Emailing has presented us with a very simple, quick way of communicating with others, but these same qualities lend themselves to laziness and poor etiquette—and may get in the way of creating effective use of communication and technology.

Proper etiquette is a critical first step when sending email, especially in a professional setting Address: When in doubt, always use forms of address such as Mr. or Mrs., as well as academic and professional titles, such as Dr. Salutations: Always begin with a greeting: “Dear so-and-so”, or “Hello Mr. so-and-so” is all that is necessary.

Attachments: Unless you’re on very informal terms or you have approval from the recipient, don’t send an email with attachments.

Emoticons, capital letters, and shorthand: Emails, texting, and instant messaging have contributed to a new and ever-evolving shorthand, one that knowingly commits spelling and grammatical errors in an effort to cut down the time it takes to communicate. This is fine when communicating with friends and in some select other circumstances, but is unacceptable in most other settings.

Effective Emails

Appropriate email etiquette is only the beginning. Effective communication requires paying attention to several other aspects as well. Purpose: Clearly communicate the purpose of your email. If you need to ask questions, suggest a meeting, request a report, then do so clearly. Focus: Stay focused on the issue at hand. Avoid talking about plans for the weekend or office gossip. Don’t get distracted by inconsequential topics. Tone: Consider your audience and select an appropriate voice or tone for your email.

Grammar: If you don’t have a strong grasp of grammar usage rules, then type your email in a word processing document first. Incomplete sentences, misspellings and improper punctuation can make it difficult for the reader to understand your point.

Avoid using slang

Avoid writing as though you are speaking. Writing in a conversational manner is not effective and can become too informal

It is important to note when it is not acceptable to send an email. In business and general socialization there are many occasions that still require the formality of a phone call or face-to-face interaction. These occasions can range from apologies, messages of gratitude, finalizing agreements, etc.

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