Email etiquette 101: fat fingers isn’t a good excuse
More often than not, we communicate via-email with people prior to meeting them. This makes email etiquette incredibly important, as your email style becomes the digital expression of who you are. It’s a part of your personal ‘work’ brand, and an incredibly productive tool when used correctly! Here are some tips on making sure you’re being your best self on email both during your job hunt, and at work.
Be responsive, even if you’re just confirming receipt of a message. Aim to respond to emails within 24 hours, sooner if it’s about a potential job opportunity! You don’t want them left wondering when you’ll respond, and if you’re even interested. If it’s regarding a project at work, a quick email confirming receipt, and timing of when you’ll get back to them, provides assurance that you’re on top of it.
Use relevant subject lines. It should concisely state exactly what the email is about so the recipient has an idea of what they’re getting into before getting to the body of the email. I’m a huge proponent of marking the beginning of subject lines as such: “Approval Needed: description of document.” That way important emails stand out in my contact’s inbox. New topic? New email with its own descriptive subject line. This is incredibly helpful when searching for information in the future.
When following up on an email, re-attach any relevant files, copy and paste any necessary information, links etc. It is tempting to type out a quick “checking in on the below” email, but this will save your boss or the recruiter you’re trying impress the trouble of digging through previous emails, therefore getting you what you need, faster. We all know what it’s like to receive a follow up email, and grimacing to yourself while spending way too much time searching for the needed attachment. Where did it even go?!
Get to the point in the first two sentences of your email. What is the purpose of the email? What do you specifically need? Is there a deadline? Don’t send people digging for important information - there’s a good chance they’ll miss it, or just delete your email.
Don’t be overly casual. I experience this all the time. I receive emails regarding networking requests that are vague, misspelled, use slang, and are just plain sloppy. “I need ur help getting an internship. Tx” Huh? I don’t know you, I don’t owe you anything, why would I invest my time in helping someone who can’t even send me a thoughtfully written email request? Pass.
Don’t reply all. We’ve all been victim to this. You get CC’ed on an email requesting confirmation from its recipients, and multiple people reply all. Do everyone a favor -- if you receive a message with others in copy who don’t need to receive your response, avoid hitting “reply all.”
Don’t play email ping pong. If there is incessant back and forth, pick up the phone.
Don’t send time sensitive emails without pairing it with a quicker form of communication, such as a Slack or phone call. It’s unfair to expect the recipient to receive your message in time, so give them a heads up. Not everyone is glued to their inbox! Also, make sure the deadline is in the subject of the email, as well as bolded in the top of your note.
Don’t change the subject line of an email - start fresh. The pre-existing body of the email will create confusion in the future, so it’s better to start a new chain when you’re discussing a new topic.