There are over 3 million emails are sent every second. Due to the overwhelming number of emails sent daily, it can be challenging to keep up with email etiquette. We have curated a list of the top 5 email etiquette tips to improve your business emails ASAP.
1. Proofread before hitting send
This may seem obvious, but you’d be surprised by the amount of easily avoidable mistakes are made in such a short message. Many of the major email services now have a built-in spell-check tool making it easier than ever to avoid typos and basic grammatical errors. Some email services even allow for add-ins or plugins with more advanced proofreading functions.
2. Use a readable format
The format is a huge factor for an email’s readability. Using a readable font and proper spacing is just scraping the surface when it comes to an email’s format. Make sure that all fonts are the same and that the sizing is consistent. Sometimes, copy and pasting text into an email can change the font and size so be sure to double-check before hitting send. When it comes to spacing, remember to not type out large blocks of text (if avoidable). Try to aim for 1-3 sentences per paragraph to improve readability.
3. Don’t use all caps
Although some people argue that all capital letters improve readability, in reality, they can be quite distracting. TYPING IN ALL CAPS MAKES THE READER THINK YOU ARE YELLING! Who wants to feel like they are being yelled at over email?
4. Add a personalized professional signature
Adding a signature at the end of your email is already the norm when sending off an email. Be sure to remove any “sent from iPhone” or any other similar sign-offs. Often leaving it in comes off as lazy and unprofessional. On the other hand, a signature like the one pictured below demonstrates professionalism. There are plenty of free online tools to help create a professional signature. Check out this free resource from Hubspot.
5. Respond in a timely manner
One of the major perks of using email in the first place is how time efficient it is to relay information. Reply times are crucial in the business world. It can be the difference between turning an unsatisfied customer into a satisfied customer. This can especially be difficult when a team is working out of a shared mailbox.
Emailgistics can help manage a shared mailbox by automatically distributing emails to your team as well as keep on top of important SLAs. For more information about how Emailgistics can improve your response times click here.