Even in this age of information technology and rapid electronic communication, every individual is expected to follow certain codes and ethics when interacting with the computer or any other gadget. The same email etiquette rule applies to all irrespective of whether you are a working professional, email etiquette rules for business entrepreneur or a student. As a matter of fact, there are various sources of electronic communication such as an email, Facebook, Twitter, Skype and much more. Beyond doubt, the email etiquette rules in the workplace are regarded to be one of the most common and effective means of communication. Today email etiquette rules in the workplace are not just limited to sending an important piece of the message but its circumference has extended to a much wider boundary. In fact, according to the survey, the numbers of email id users are creeping up steadfastly with the increasing numbers of internet users.
But of late, unfortunately, the email etiquette rules for business are getting into the threat zone with the use of filthy language. Also, there have been quite a number of instances where they have completely misinterpreted because of a huge communication gap. Moreover, it is rightly suggested that one should not send an email when you are annoyed or have developed ill feelings towards someone. This can further complicate the problems if not sorted out within time or if the email does not send properly. It ultimately creates a negative impact and displays you are unprofessional.
Email Etiquette Rules #1. All Caps
Whenever you are composing any email whether formal or informal you must be aware that your Caps lock is not turned on. Generally speaking, it does not sound good to compose an email body comprising of all block letters. In professional term, this error is usually known as ‘shouting’. Furthermore, the writing becomes almost illegible. However, if you really want to try out something new and go for a new font style, then you can use all words in lowercase. In fact, this style is becoming popular these days. But the right approaching of writing a mail is typing the information normally without using too much font styles. You can highlight / bold or underline the important part of your message.
Email Etiquette Rules #2. Sending an Email without Proofreading
Another mistake which people generally make is sending the email without reading what they have actually composed. You may have typed an all-important electronic mail very carefully but you should make a habit to proofread the content before clicking on the ‘send’ button. Your mail may have spelling mistakes or grammatical errors which will lead to a bad impression. Don’t be sloppy while writing even if it is not an official message. The proofreading or editing becomes all the more important if your mail has an autocorrect option. Rereading will ensure that you have mentioned all the vital points in your mail and have not forgotten to attach any necessary document if any.
Email Etiquette Rules #3. Error Regarding Forwards
You will be a bit surprised to know but the fact remains that people do not follow customs even when forwarding an email to someone. Actually, ‘Forwards’ are usually categorized into three categories-
Fake emails containing false promises
As such you might have come across many fake emails which contain false promises. For instance, it might ask you to forward information to many people claiming that it would offer you a cash reward of a certain amount on completing this task. Please beware of such emails!
Emails comprising of pictures and fun facts
There are many emails that contain cute images of animals, babies or any other interesting object and the sender requests you to forward to more individuals. Furthermore, it may also contain interesting facts and information on any issue. However, be very careful before email etiquette rules in the workplace for which forwarding it to someone.
Junk emails or Spam
These are usually sent by the hackers to target victims. They send the emails in bulk to a large number of people in the name of Gods and Goddesses. For instance, you might get a mail from an unknown source who asks you to forward it in the name of any Hindu God or Jesus Christ.