Nowadays, sending email is a pretty common practice for business and personal communications.
For that reason, it is of utmost importance that you acquaint yourself with some basic etiquette concerning emails. This will not only help to ensure that you avoid making common silly blunders but also guarantee that you get your message across in a clear, concise and impactful style.
The last thing you would want when writing formal or informal emails is to have common punctuation, formatting and grammar mistakes that many people often make. If you want your emails to have an impact on the readers, here are a few tips on email etiquette for the modern gentleman.
Always Proofread Before Sending
The first rule when it comes to email etiquette, in general, is to never send a message without proofreading. Whether you are writing a fresh, new email or you’re just forwarding one, it is important to ensure that you read it carefully before sending.
Cultivating this habit can save you from the embarrassment you might face in case the message contains spelling mistakes or grammatical errors.
Invest in a G-mass Tool
If you are the kind of person who often needs to send numerous emails to many people, it is wise to get more organized. One of the ways to become better organized is by investing in a tool that allows you to schedule emails easily, send out mass emails, as well as mail merge campaigns among other functions.
A powerful, affordable, and effective tool that can offer such functionality is the G-mass tool. The tool allows you to personalize mass emails according to an email address, name, and any other columns available in Google Sheets.
The tools also allow you to mail merge data from Google Sheets, track open sheets, schedule mass emails, and send email marketing campaigns to numerous addresses. If you can’t afford the G-mass tool, there are some readily available easy to refinance options which can sort you
Avoid Writing Long Emails
Regardless of the type of conversation you are engaging in, you should always make an effort to limit the length of your emails.
Most people tend to get bored and lose interest in the message whenever they encounter long emails. Therefore, it is important to keep it brief, concise, and straight to the point, even when it comes to informal emails.
Acknowledge the Receipt of any Emails
One of the most unbecoming behaviours when it comes to email etiquette is the failure to acknowledge or ignoring the receipt of emails. In case you have many people sending you emails each day and you are too busy to respond to all of them promptly, you should consider installing a service or tool that sends automated replies so that the senders at least know you have received their email and read it. If you have the time, reply to all the emails personally and never take more than 24 hours to reply.
Avoid any Fancy Formatting
Not everybody likes to read emails that have many colours, emoticons, underlines, or anything fancy. Some people will actually react negatively to any emails that contain fancy formatting. Try to keep any rich formatting at a minimum and use it when it is absolutely necessary. In fact, sending emails in plain text is often viewed as professional and formal.
In a nutshell, there are certain rules or codes of conduct that dictate email etiquette. Generally, emails should be short and straight to the point. Secondly, emails should not contain any fancy formatting.
Thirdly, it pays to invest in a tool that can help you schedule and send out mass emails, as well as a tool that can automatically send replies in case you lack the time to respond to all the emails you receive in a day. Lastly, you should ensure that you reply to all the emails you receive within 24 hours.