In this age of instant communication like texting, Facebook and Snapchat, many of us prefer to communicate in short, informal and sometimes impulsive ways. While that may be fine with friends, those habits can sometimes carry over to the workplace where email is still a very important and necessary thing. In fact, email is the most common form of communication in the workplace. A report from Adobe shows we spend over 20 hours each week checking our work emails.
Whether you realize it or not, your emails say a lot about you. What you say and how you say it becomes part of how you’re perceived by colleagues at work. Important emails are saved, referred to again, and often forwarded to others who form opinions of you based on them.
Be honest, you’ve probably caught yourself thinking at least one of the following recently:
‘What should I make this subject line?’
‘How do I sign off this email?’
‘What’s the most effective way for me to get my point across?’
It will always vary depending on company type, but we’re confident we can help you master the art of email etiquette by using the tips below.
These are the 7 things you shouldn’t do when emailing your boss.
1. Don’t hit send before proofreading
Make sure you double check for spelling and grammatical errors. Better yet, install the proofreading app ‘Grammarly’ (which happens to be compatible with Kiwi for Gmail). It will save you time and the embarrassment of accidentally spelling your boss’s name wrong.
2. Don’t use a vague subject line
Ensure your subject line is straight to the point and easy to decipher. Your boss should be able to read the subject line and understand exactly what your email will say. The same goes for the body of your email. Be precise and get straight to the point. Say what you need to in one sentence instead of dragging it out for three.
3. Don’t forget who you’re emailing
We’ve all had bosses who we can hang out with outside of work, but during work hours it’s important to always be professional over email. Tone is everything.
4. Don’t think of your email as a text, think of it as a letter
This means formatting it as such. Add in a greeting and a sign off, rather than treating the email as a text. It’s important to remember that tone doesn’t always translate well over emails, so adding a greeting and a short introduction (if necessary) can add some personality.
5. Don’t engage in unnecessary CC’ing
It’s likely your boss is very busy. The last thing they want is their inbox being filled with emails they did not need to receive. Unless your boss has asked to be CC’ed on an email or it’s very important that they be kept in the loop, just don’t do it.
6. Don’t send an email when you’re angry
Just like the old adage, ‘never go to bed angry’, the same mindset applies here. If you’re angry or upset, type out your email and then step away from your computer. Wait until you calm down, or send it to a trusted friend or colleague to read over before you hit send. Because once it lands in your boss’s inbox, you can’t take it back.
7. Don’t forget to format
If you’re sending a long email that contains different topics, ideas and questions, the easiest thing to do is break it up with bullet points or numbers. This ensures your boss understands exactly what they need to respond to and how important it is. Take it from us: formatting is the key to making sure your message gets across.
No matter what type of job you have or company you work for, knowing how to send a well-crafted email will take you far. Now all you have to do is download Kiwi for Gmail and put our tips into action.
H/T: Chron / Business News Daily