the unwritten rules of professional etiquette
The unwritten rules of professional etiquette
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Rules of email etiquette
When someone receives an email in an unexpected format, it can be confusing. The sender’s message can also get lost in the formatting. Stick to a standard, predictable format to ensure your message is understood.
Imagine dining with your colleagues at a formal dinner with no understanding of how to use a fork, a knife, or a napkin. It would be difficult to eat your meal effectively, and you might risk embarrassing yourself in a professional setting.
When writing emails, following certain core principles can help you communicate effectively. This section will cover key areas such as clarity, tone, subject lines, and response timing to improve your email skills.
Bcc stands for blind carbon copy. With bcc, you can send an email to a large group of people without showing the individual recipients’ email addresses. This way, none of the recipients can see who else received the email. They also can’t email each other through reply-all, which makes bcc a handy tool for avoiding cluttered inboxes.
You’ve undoubtedly received emails that contain too many exclamation points or ellipses that give the message an ominous vibe. Their writers probably didn’t mean to come across as overexcited or foreboding, but nonetheless, their punctuation conveyed these moods.
Email is a key tool for communication in both personal and professional settings. It is important to know how to write emails that are clear, polite, and effective. Learning about email etiquette can improve your communication skills and help you make a positive impression.
10 golden rules of email etiquette
Leverage “Bcc” tactically: Bcc can be a lifesaver for protecting recipient privacy in large distributions. But I also use it for one specific trick: when forwarding sensitive information, I “Bcc” myself to ensure I have a clean copy for my records.
But I’ve also learned that these responses can sometimes feel dismissive. For example, if someone sends a detailed email and all I reply with is “Okay,” it might make them feel like I didn’t value their effort.
Attach files before writing: I add attachments before drafting the email so I don’t forget later. Many email clients now warn you if you mention “attached” but forget to include a file, so I always pay attention to those prompts.
Create distribution lists with rules: For recurring emails sent to large groups, I use email client tools to create pre-set distribution lists. This minimizes errors and ensures the right people are always included.
When you’re reaching out to someone who doesn’t know you, especially for professional purposes, it’s always a good idea to include your full name, title, company, and contact number as part of the email signature etiquette. This helps build trust and lets them know who they’re hearing from.
