EMAIL: Why It Matters in the Workplace
Whether you're a young professional or a seasoned manager, email is essential. It’s not just about sending a message — email etiquette is one of the most important workplace skills today.
Sure, writing an email seems simple enough. But many professionals make mistakes when sending or responding to emails — and for some, replying to emails takes up a huge part of the day.
Want to Write Emails That Convince, Influence & Persuade?
Here are a few points to remember before you start typing:
- Use an appropriate salutation
- Be cautious about who you’re sending it to — don’t misuse Cc or Bcc
- Re-analyze, proofread, and run a spell check
- Subject line? Keep it short and meaningful
The Do’s of a Great Email
- Schedule or delay sending emails when needed
- KISS – Keep It Short and Simple
- Use acronyms sparingly (not everyone may understand)
- Always include an appropriate email signature
- Avoid overusing the ‘High Priority’ flag
- Stick to professional fonts
- Use bulleted or numbered lists for clarity
- Write short paragraphs — make it easy to read
Remember:
- Format your email properly
- Avoid emoticons in formal messages
- Always run a spell check — Ctrl + A, then F7
📩 Email Etiquette: Receiving Emails
When you receive an email:
- Acknowledge it and reply within 24 hours (Golden Rule)
- No answer yet? Send a status update like: “Please allow me to get back in a couple of hours.”
- Respect confidentiality — don’t show private emails to others
- Keep your tone formal — it’s a professional channel
- Don’t forward chain mails or irrelevant messages
Important Reminders
- Keep your work emails formal and standardized
- Don’t forward emails sent to you in confidence
- Never remove the message thread when replying
- Avoid replying to or forwarding spam or unnecessary messages
What to Do When Emotionally Charged
We’ve all been there. But here’s how to keep it professional:
- Don’t send the email right away — save it as a draft
- Come back to it after a while and re-read — does it still sound angry or emotional?
- Repeat the process if needed
- Next day, look at it with a fresh mindset
- Only send it when it sounds calm, respectful, and professional
No email fights, please. What you say — and how you say it — matters. And remember:
“What goes out on a digital platform stays out there. It can’t be deleted.”
When It's Urgent...
Here’s what you need to do:
- Make a courtesy call to alert the person
- That call acts as a reminder — your email needs an urgent reply
- Email isn’t always reliable — internet issues happen
So when it’s urgent, go human-first.
Key Words to Keep in Mind When Forwarding an Email
- Brevity
- Timeliness
- Purpose
- Caution
- Privacy
Also —
- Leave a positive note
- End with a warm goodbye or nicety
This creates a better connection between sender and receiver. It adds humanity and warmth, and builds a positive atmosphere.
Final Thoughts
Email is a powerful communication tool. Organizations that prioritize good writing skills in business emails — especially follow-ups — see:
- Higher response rates
- More leads and sales
- A stronger competitive edge
So take the time. Put in the effort. Because when an email fails to spark a reply, well — it's really just spam.
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