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Glossary – Email Etiquette

Email Etiquette

Nikiforov Alexander
Friend of clients
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Email Etiquette

Email etiquette encompasses a set of rules that govern the process of communication via email. It includes both general norms (such as greetings and farewells) and technical aspects that help users easily perceive and read messages. Primarily, email is used for business correspondence and newsletters, so adhering to these rules becomes especially important in official communication.

Sender Address and Subject Line

The sender address and subject line play a key role in whether the recipient will open the message. The sender address serves as a kind of business card. It is important for it to be professional and include both first and last names. For example, the address [email protected] will be perceived significantly better than [email protected]. Many email services offer the option to customize the display name, which creates a more solid impression.

As for the subject line, it should clearly reflect the essence of the message. For example, instead of "Discounts on Services," it is better to specify "Commercial Proposal for Ivanov I.I." Avoid headlines that may seem promotional, as this can lead to your email ending up in the spam folder.

Greetings and Addressing

Greetings and addressing must be present in every email. Use standard polite phrases: "Hello!" or "Good day!". It is not advisable to resort to overly formal or inappropriate expressions like "Most Esteemed Viktor Alexandrovich." In some cases, especially when communicating with a younger audience, more informal greetings can be used, but it is better to avoid this within business correspondence.

Style of Communication

When writing emails, it is important to maintain a business tone and respect for the recipient. Thoughts should be clearly articulated and presented concisely. Email etiquette allows for a more relaxed style in certain fields, such as IT. However, even in this case, moderation is important. It is better to err on the side of excessive politeness than to appear overly familiar.

Text Errors

One of the most serious mistakes in email correspondence is the presence of grammatical errors. No enticing offers will save the sender's reputation if the text contains typos and inaccuracies. Business emails should be brief and to the point, and if the message requires larger amounts of text, it should be structured using paragraphs and highlights.

The design of the email also plays an important role. Bright elements and professional layout are appropriate in promotional newsletters, but in business correspondence, a standard signature and contact information are sufficient. When inserting links, use hyperlinks for a tidy presentation. This makes the text more readable and easier to perceive.

Call to Action

Every email should have a clear purpose. Be sure to articulate what exactly you want from the recipient: to click a link, respond to an offer, or review new products. Use buttons with calls to action or highlighted hyperlinks to enhance effectiveness.

Signature

When concluding an email, do not forget about the signature. Usually, this is the phrase "Sincerely" followed by your first name, last name, title, and company name. It is also helpful to add contact information so the recipient can easily reach you. Many email services offer an option for automatic signatures, which significantly simplifies the process.

Best Time to Send Emails

Determining the best time to send emails is difficult, as it depends on many factors and the characteristics of your audience. Nevertheless, research shows that Tuesday and Thursday may be more successful days for business correspondence than Monday, when inboxes are flooded with messages.

Importance of Email Etiquette

Email etiquette is an important aspect that can significantly impact your work and business. By studying these simple rules, you will increase the chances of successful interactions with clients and partners, improve the company's image, and create a positive impression even before the first meeting.