How to Improve your Email Communication

Communication extends beyond direct, face-to-face conversations between two or more a computer, tablet, and smart phonepeople. In our day-to-day lives, we may communicate through social media, texting, or emailing. Email can be a quick, efficient way to exchange information; however, because the non-verbal body language and tone of direct communication is off the table, it is extremely important that proper email etiquette be used to ensure your point is conveyed accurately, with proper tone and professionalism.

All Emails Are Not Created Equally

Adding the subject line to an email is very important. It gives the recipient a heads up about the content of the email without him opening it. Not all emails are created equally; an email recipient will prioritize his reading and responding based on the subject lines in his inbox.

Hello and Goodbye

An introduction like “Dear Mr. John Doe” is acceptable if you know the recipient’s name, and “Dear Sir or Madam” or “To Whom it May Concern” are appropriate salutations if you aren’t sure of the name or gender of the recipient. The exception to this rule is if the email is part of an ongoing e-conversation between the recipient and yourself.

Always have a signature on your emails. This includes your name, job title, company name and appropriate contact information. Email applications like Outlook make it easy to set up a signature that is added to the end of all emails you send.

No Emoticons

Emoticons are cute and cuddly, and they can make it easier to convey your tone in a textual conversation; however, emoticons should be reserved for social media posts, text messages, and personal emails.

Proofread, Proofread, Proofread

Imagine your email with the minutes of an important company meeting just went out into cyberspace for dozens of your co-workers to read, and you forgot to proofread it! Now your misuse of homonyms and forgotten words mid-sentence are on display, and you are the subject of grammatical scrutiny. Always take the time to proofread any emails you write, since not doing so can make you appear unprofessional to your colleagues.

Be Careful What You Type

Emails sent from your work email account need to maintain professionalism not only in structure, but also in content. It is unprofessional to blast co-workers or clients through email, or any medium for that matter. Your work emails are property of the company, and they are subject to review. A good rule of thumb is to never write an email you wouldn’t want HR to look at.

Email vs. Verbal Communication

If the topic of your email is more sensitive in nature, or if it’s possible that your tone could be misconstrued as offensive, you should consider having a face-to-face meeting or phone conversation with the intended recipient. This way, any confusion can be immediately addressed and explained.

Email, if done properly, is a great medium of communication. An effective email gets to the point, and is rich in information for the recipient. It also creates a good record of conversations and notes between people that can be referred back to as necessary. Always remember, though, that textual conversations should never fully replace verbal communication.