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Forget email etiquette. It's not about manners. It's about clear communication. Fortunately, if you follow the suggestions below, virtually all email etiquette requirements will be met. While not an exhaustive list, these 10 recommendations will greatly improve the quality of your email communications. In most cases, the suggestions presented below can be applied to both one-to-one interactions as well as group emails. If you already use these techniques, consider this validation that you know what you're doing: 1. ParagraphsWhat a concept. While most emails tend to be short, some people write unrelieved blocks of text, skipping from idea to idea in one long text box. Not only is this hard to read, it's difficult to give a coherent, complete response.
2. Bullets and numbersThe best way to express multiple concepts is to list them rather than just include them in a series in an ordinary sentence.
3. Reread or regretIt's better to take the time to review what you just wrote before you send it rather than try to repair the consequences of a regrettable blunder in grammar or content.
4. Change the subjectHave you ever engaged in an ongoing email thread with a subject line like "apple pie," but after a few exchanges you're actually discussing car batteries?
5. Did you get it, did you read it?Sometimes, you have a serious need to know if/when an email is delivered – and if/when it's been read.
6. Reply … all?In a one-to-many email, do you reply to the sender or to everyone on the address list? That depends. Does everybody on the list need to see your response? Many of us have inboxes in permanent overload. Be considerate. Don’t send a Reply All response when only the sender needs to see your response. 7. Embed yourselfWhen replying to an email that rambles from point to point, say something at the top of your response like, "Answers embedded below."
8. Mirroring and modelingSometimes it's useful to mirror the writing style of your correspondent, and sometimes you have to model the proper way to communicate. Mirroring is a form of bonding with your correspondent; modeling is a form of instructing by example. It can be a subtle power struggle.
9. KISS - Keep it short and simpleWe live in an era of information overload. Email boxes can fill up quickly. People don’t want to read long emails. Quite often, they don’t, or they bail out before finishing, which can lead to misunderstandings and outright failures to communicate. If you have a lot to say, it’s advisable to warn your recipient in advance that they’re in for a long read. Sometimes, it’s better to convert a long email into an attached document and call your recipient’s attention to the attachment. 10. Time bombEver sent an email only to instantly regret it? Perhaps you just left something out or forgot to attach the file. Worse, maybe you said or sent something in response to the sender that you regret, or even worse yet, you hit Reply All. Some email programs let you set a time-delay on the send operation, anywhere from one minute to 30 minutes or even let you schedule when email gets sent. Some people find this send-delay function quite useful. If you don’t have the delay option, see #3 on this list. All of the above are best-practice suggestions. Of course, if you work in or with an organization that has email guidelines that contradict anything written here, it's usually best to follow those guidelines. From smoke signals and drum beats to thoughtfully written letters penned in elegant cursive on linen stationery to semi-literate, emoji-laden text messages demanding your immediate attention on your cell phone right now, the nature of human communication continues to evolve. For now, at least, email seems to be the preferred medium for general personal, professional and business correspondence. I hope these suggestions help you clean up and clear up your email communication, because after all, that’s just good etiquette. via Freelancers Union Blog https://blog.freelancersunion.org/2022/01/26/common-sense-emails-beyond-etiquette/
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AuthorI have 5+ years experience working as a medical transcriptionist. When I am not working, I enjoy sports like playing basketball or judo. I love making friends and connections. Archives
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