Dos and don'ts of email etiquette and tone

Here are some dos and don'ts of email etiquette and tone:

DO:

  1. Use a clear and concise subject line: Make sure your subject line accurately reflects the content of your email and is easy to read.
  2. Use a professional greeting: Start your email with a professional greeting, such as "Dear [Name]" or "Hello [Name]".
  3. Be clear and concise in your message: Keep your email brief and to the point. Avoid using jargon or overly technical language.
  4. Use proper formatting: Use headings, bullet points, and white space to make your email easy to read.
  5. Proofread your email: Check your email for spelling, grammar, and punctuation errors before sending it.
  6. Use a professional tone: Avoid using slang, abbreviations, or overly casual language.
  7. Include a clear call to action: Let the recipient know what you're asking them to do or what you need from them.
  8. Use a professional sign-off: End your email with a professional sign-off, such as "Best regards" or "Sincerely".
  9. Include your contact information: Make it easy for the recipient to get in touch with you by including your contact information, such as your phone number and email address.
  10. Follow up: If you don't receive a response, follow up with a polite and professional email to check in.

DON'T:

  1. Don't use all capital letters: Avoid using all capital letters, as it can come across as shouting.
  2. Don't use overly casual language: Avoid using slang, abbreviations, or overly casual language, such as "lol" or "brb".
  3. Don't be too long-winded: Keep your email brief and to the point. Avoid using unnecessary words or sentences.
  4. Don't use too many attachments: Avoid sending too many attachments, as it can be overwhelming and slow down the recipient's email.
  5. Don't use a tone that's too aggressive or confrontational: Avoid using a tone that's too aggressive or confrontational, as it can be off-putting and unprofessional.
  6. Don't ignore the recipient's response: If the recipient responds to your email, make sure to respond back in a timely and professional manner.
  7. Don't send emails at odd hours: Avoid sending emails at odd hours, such as late at night or early in the morning, as it can be seen as intrusive or rude.
  8. Don't use too many emojis: Avoid using too many emojis, as it can come across as unprofessional or immature.
  9. Don't use a tone that's too passive-aggressive: Avoid using a tone that's too passive-aggressive, as it can be seen as insincere or manipulative.
  10. Don't send emails that are too personal: Avoid sending emails that are too personal or invasive, as it can be seen as unprofessional or inappropriate.

TONE:

  1. Professional: Use a professional tone that is respectful and courteous.
  2. Friendly: Use a friendly tone that is approachable and welcoming.
  3. Formal: Use a formal tone that is respectful and professional.
  4. Informal: Use an informal tone that is casual and conversational.
  5. Conversational: Use a conversational tone that is friendly and approachable.

Remember that tone can be subjective, and what may be seen as professional or friendly by one person may not be seen the same way by another. It's always a good idea to consider your audience and adjust your tone accordingly.