Spring Cleaning: Clean up your email etiquette

By: Stephanie Grebe

It’s officially springtime! And you know what that means, spring-cleaning!

A few weeks ago, my blog focused on how to clean up your email inbox. Now that you’ve had time to put those tactics in to play, it is time to focus on cleaning up your email etiquette. Since emails are often brief and concise, we tend to use informal language. What we need to keep in mind is that informal is not a synonym for lazy. Today I’m going to talk about 4 email tips that will help clean up your etiquette. 

Punctuation

Failing to use the proper punctuation is not only lazy, but it can often change the meaning of your entire sentence! We’ve all heard of the infamous “It’s time to eat, Grandpa,” punctuation example. Without the comma, it is much more shocking! In a professional setting, this can make or break your position within a company. Take the extra time to ensure your sentences are grammatically correct. This shows the receiver of the message that you are responsible and detail oriented. It also ensures the message is not misinterpreted.

Don’t Skip Steps

Even though email can be less formal, that doesn’t mean it should be incomplete. Subject lines, greetings, and closings are imperative to setting the tone of the email, and getting your message across. That doesn’t mean you should be lengthy and wordy. A simple “Dear Kate,” gives an email a more personal touch before getting down to business. Because tone is hard to interpret via email, use every resource you have to communicate your message.

Going on and on and on and on

Emails are intended to be brief. Keep them that way. A great way to do this is to break up your paragraphs and use bullet points.

BCC vs CC vs Who Sees?

Be cautious about your use of BCC and CC in the work place. These email tools have a reputation for creating tension between coworkers. CC can be a great tool for team work in an office, but an unexpected CC can often feel intrusive and confusing.  Be sure to thoughtfully use CC and understand its implications. BCC should only be used in select circumstances. This tool can make receivers feel uncomfortable and deceptive. Use BCC only if there is a major problem in the work place.