Email etiquette is the essential part of Business Communication. When it comes to your business email communications, you need to make an impression that can lend to the determination that you are a credible professional. You only have one chance to make that first impression which will be invaluable to build trust and confidence.

The language you use in professional emails will likely be different to that you would use in personal communications. When using email for professional purposes, you should use formal phrases, avoid slang, and ensure there aren’t any grammatical errors. It can be difficult to differentiate between a professional and a more casual style of email writing, especially when English isn’t your first language.

We are going to discuss the basics of email etiquette issues that needs to be considered with every commercial email sent. Let’s see the standard format of email writing.

To,
CC
BCC
Subject
Opening Salutation
Body Paragraph
Closing Salutation

“To” – Be clear with your e-mail address.
“CC” – stands for Carbon Copy, means the same e-mail has been sent which you sent to the main address.
“BCC” – stands for Blind Carbon Copy, means you are sending the same e-mail to other people; but the people are not aware about it whom you have addressed in first Line “TO” and second line “CC”
“Subject” – is very important. It should be precise and clear. It will create the interest of reading your email. It should be between 4 to 6 words.

Salutation:

begin your e-mail with “Dear sir/madam” “Dear Mr….. Dear Ms…. Or “Dear Rohan” Dear Reeta”
If the receiver does not know about you, begin with your name following your profile, etc.

Let’s understand DOs and DON’Ts for Letter writing:-

DOs

Spell names correctly and check spelling of other words.
Use the right tone in the email.
Check for the size of your attachment while sending heavy attachments, zip or compress them. If you are sending something that is over 500 kb, you should ask, “would you mind if I send you an attachment? When would be the best time for it?”
Proofread your email; check the basic grammar, punctuation, capitalization, etc.
Acknowledge other people e-mails and reply on time. Try to reply your e-mail before 5pm.
Keep the email brief and to the point. Use simple sentences and avoid Passive voice.

DON’Ts

Do not use all caps; it reflects shouting and is considered rude. Even don’t use all small case; it shows laziness or lack of education.
Do not use many exclamations marks. Yes, it shows over excitement; and if you are using too many, it denotes immaturity.
Do not use contracted forms, such as; “I couldn’t attend the meeting.”
Cautions:
Be careful while using the “reply to all” feature.
If you are sending an e-mail for the first time; avoid such sentences, “I hope you are well” (it creates irritation for some people)

To be continued…

To know more about Business English, Soft Skills E-mail etiquette and related vocabulary…
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