Why is Email Etiquette Important: Business, Students, Workplace (PDF, PPT Included)

Email etiquette is an important tool, and properly written emails make all the difference in the world. Emails can make and break deals! Today email etiquette importance is bigger than ever before, with more people working remotely. So, there’s no better time than now to revise email etiquette and start sending proper personal and professional emails.

If you’ve forgotten what email etiquette is, we’re here to remind you. It’s an email communication with the use of accepted standards and appropriate language. Master your email etiquette skills and stand out from the crowd! To do so, read this article and understand the importance of email etiquette, and its best practices, and make a great first impression with fellow students, employers, employees, clients, and business contacts.

We’re here to give you tips and tricks on how to use email etiquette on different occasions and write quality emails. Once you start using it properly, you’ll have all the confidence you need in your email correspondence.

Why is Email Etiquette Important?

Email etiquette is important in both personal and professional messaging. Good email etiquette speaks in favor of the sender and gives a clear picture of who you are as a person, or as a professional. When you’re equipped with good email etiquette the email recipients will respond to your emails positively and on time.

Properly used email etiquette opens new personal opportunities, job prospects, career boosts, and chances for promotion. Let the email etiquette speak on your behalf and show your qualities as a person, and a future employee. Let the email etiquette “do the talking”, you just sit back, relax and enjoy its benefits.

Email Etiquette
Credit: @motherhonestly

Email Etiquette for Business

When you use email etiquette for business always maintain a professional tone. Business emails should keep a professional tone and use well-defined, appropriate language. There’s no place for abbreviations and colloquialisms in email etiquette for business. Here’s an email sample that shows a professional tone:

Dear Ms. Smith,

Are you available to meet on Monday at 1:00 pm to discuss the project details?

Please answer at your earliest convenience. I appreciate your time and look forward to our meeting.

Sincerely,

John Rider

There are many examples, but they should all include:

  • Professional email address (Company email, personal email for business purposes)
  • Clear and straightforward subject line (Meeting agenda, dentist appointment)
  • Punctuation (Commas, periods, question marks, exclamation points, apostrophes, and quotation marks)
  • Proper grammar and spelling
  • Correct salutation (Formal greeting with the first name for a colleague or co-worker or a last name for a supervisor/ client)
  • Signature ending (Name and professional business signature, or a signature block including name, title, email address, and direct phone number)
  • Sentence case (Capitalize the first letter of each new sentence and all proper nouns)
  • Acceptable fonts (Use a standard, easy-to-read font)
  • Hyperlinks (if necessary include links to applicable websites)
  • Notes to any attachments (Specify attached documents or files)
  • Out-of-office response (Include the dates you’ll be in and out of the office, and contact for urgent help)
  • Explanation (Be precise and give details)
  • Public information (Business emails are shareable)
  • Proofreading (Quickly re-read your email, catch typos and errors)

Email Etiquette Examples

Here are some examples of good and bad email etiquette. Use the good email etiquette examples and avoid the bad ones:

1. Good Email Etiquette Example

 Dear Sir/Madam,

I’m writing this email to inform you about the job vacancies you were interested in. We have an opening for the position of a hotel manager. We would like to have you on our team.

Looking forward to hearing from you.

 

Sincerely,

Larry Smith

HR Manager of the Company HOTELS Inc.

Tel. 444 444 444/ Fax. 444 444 444 1

[email protected]

Every good email etiquette example should identify the purpose and focus on the objective (I’m writing to inform you…), and content (We have an opening for the position of a hotel manager…).

Therefore before composing a new email ask yourself:

  • Why am I composing this email?
  • What do I want this email message to convey?

2. Bad Email Etiquette Example

Here’s an example of bad email etiquette. It’s always good to know how to recognize the bad examples, and try not to make the same mistakes.

Hey Douglas,

 

It was great to meet you! Let’s get together and talk some more. Now you have my email, so you can reach me if you wantJ

 

TTYL,

John

This bad email etiquette example has everything you should avoid, like wrong salutation, vague information, no specific purpose, emojis, abbreviations, you name it!

Email Etiquette for Students

Students use email communication daily. Because of their busy schedules, large classes, online classes, face to face discussions with professors and colleagues are difficult to arrange. That’s why it’s important to know how to use the benefits of good email etiquette in your college correspondence. Let’s be precise and go over the dos and don’ts:

  • Don’t email your professor complaining or enquiring about grades
  • Do schedule an appointment via email to discuss areas of improvement
  • Do allow proper email response time
  • Don’t write CAPITAL letters in your message
  • Do write concise emails
  • Don’t use abbreviations and emoticons
  • Do treat professors and colleagues with respect by using good email etiquette

Here’s an example of good email etiquette for students:

Dear Professor Berry,

 

My name is John Smith and I am in your 9 am-10 am history class. I am writing in regards to the latest essay assignment. I would like to discuss a couple of issues. I would like to schedule an appointment during your office hours at 10 am tomorrow. If another time suits you better, please let me know and I will reschedule.

Thank you for your time and consideration.

 

Sincerely,

John Smith

Email Etiquette in the Workplace

Email etiquette in the workplace is crucial because it gives a clear picture of you as an employee, employer, or business client. In the workplace, your emails may be your only means of communication. Use it to show who you are, your work principles, professionalism, ability, and intelligence.

In your workplace, you must follow professional email etiquette communication. Good email etiquette in the workplace reflects well on its employees, improving the company’s general perception and increasing the chances of a quick and comprehensive reply. To maintain good email etiquette in the workplace, follow these simple rules:

  • Follow standard professional email format
  • Use proper email language, proofread, and double-check
  • Get to the point and write brief efficient emails

Email etiquette in the workplace should be everyone’s top priority because it maintains professionalism, limits misunderstandings, and ensures that everyone is on the same page. So, use professional email etiquette’s advantages for major businesses, and revolutionize workflow.

Email Etiquette PDF

To save you some time and effort we’ve included email etiquette pdf files links for your reference:

Email Etiquette PPT

If it’s easier for you to follow presentation rather than plain text, check out these email etiquette ppt files links:

Conclusion

Email etiquette changes depending on the recipient and purpose. Therefore it’s vital to be familiar with both personal and professional email etiquette. Unlike personal friendly emails, students’ emails, and business emails follow specific rules and use formal language, proper grammar, and spelling.

Email etiquette is an important part of most companies’ day-to-day activities. So, employees should be able to produce well-written, considerate and correct emails thus contributing to effective communication.

We hope that we’ve managed to show you the importance of email etiquette, and guide you through the entire process of writing good and avoiding bad email etiquette. Use the information in this article wisely and let good email etiquette be a skill on your portfolio that you’ll proudly present.

Also Read: 18 Questions to Ask Your Future Self (Daily, Monthly, Relationship, Self-Growth)

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