Email is a vital part of communication for remote workers. It's fast, convenient, and easy to use.
And while it may seem like a simple task, there are a few etiquette rules that should be followed in order to maintain professionalism and avoid potential misunderstandings. Here are 30 email etiquette tips for remote workers:
1. Use a professional email address.
Your email address is often the first impression you make on someone, so make sure it is a good one! Avoid using unprofessional sounding addresses like "[email protected]" or "[email protected]."
2. Use a clear and concise subject line.
If you send an email with a clear and concise subject line, the recipient will know what the email is about. Avoid using vague subject lines like "Hey" or "What's up?" And don't forget to write the subject line!
3. Use proper grammar and spelling.
This may seem like a no-brainer, but it is important to use proper grammar and spelling in your emails. This will make you appear more professional and credible.
4. Keep your emails short and to the point.
Nobody likes to read long, rambling emails. Get to the point quickly and be concise in your writing.
5. Use bullet points.
If you have a lot of information to include in your email, use bullet points to make it easier to scan and read.
6. Use a professional signature.
Include a signature at the end of your email that includes your name, title, and contact information. This is a helpful way for the recipient to know who you are and how to get in touch with you.
7. Avoid using all caps or all lowercase.
Writing in all caps comes across as shouty and aggressive. Similarly, using all lowercase looks unprofessional. Stick to using normal sentence case for a more professional tone.
8. Avoid using exclamation points.
Exclamation points should be used sparingly, as they can come across as unprofessional or even angry.
9. Avoid using emoticons.
Emoticons are best reserved for personal emails and texts. In a professional email, they can come across as unprofessional or childish.
10. Use a professional tone.
In general, it is best to err on the side of formal and professional when it comes to your email tone. Avoid using slang, contractions, or abbreviations. And don't use profanity.
11. Use formal titles.
When addressing someone in an email, always use their formal title (Mr., Mrs., Dr., etc.). Only use their first name if you are on a first-name basis with them.
12. Use a courteous opening.
Begin your email with a courteous opening, such as "Good morning" or "Dear [Name]."
13. Use a courteous closing.
End your email with a courteous closing, such as "Sincerely," "Best regards," or "Thank you."
14. Proofread your email.
Before hitting "send," proofread your email for any spelling or grammatical errors.
15. Check your tone.
In addition to proofreading your email for errors, also check your tone to make sure it is professional and courteous.
16. Don't share personal information in a formal email.
Emails are usually used for formal communication. You may come across as unprofessional if you use them to discuss personal matters with your colleagues and team members. Consider using other means of communication for this purpose.
17. Limit the use of CC and BCC.
Only use CC (carbon copy) and BCC (blind carbon copy) when absolutely necessary. When in doubt, it is best to not use them at all.
18. Be careful with forwarded emails.
When forwarding an email, be sure to remove any unnecessary information, such as old email chains or forwarding instructions.
19. Be cautious with attachments.
Only send attachments when absolutely necessary, and be sure to virus scan them before sending.
20. Avoid using high-priority flags.
Using the high-priority flag should be reserved for truly urgent messages. Overusing it can devalue its importance.
21. Avoid using the low-priority flag.
The low-priority flag should only be used for messages that are not time-sensitive.
22. Avoid using urgent flags.
Urgent flags should only be used for truly urgent messages. Overusing it can devalue its importance.
23. Don't overuse the importance flags.
In general, it is best to avoid using any type of importance flag, as they can come across as manipulative.
24. Use email filters judiciously.
Email filters can be helpful in organizing your inbox, but be careful not to overuse them.
25. Don't rely on email for immediate responses.
If your message needs an immediate response, it's better to send it through synchronous communication platforms like Slack.
26. Don't send large files.
Email is not designed for large file transfers. Use a file-sharing service like Dropbox instead.
27. Don't hit "reply all" unless absolutely necessary.
"Reply all" sends your reply to everyone on the email thread, even if they don't need to see it.
28. Don't use "reply" to start a new email thread.
"Reply" should only be used to reply to a specific email.
29. Use a courteous closing.
End your email messages with a professional closing, such as "Sincerely" or "Best regards."
30. It's better to not send email messages late at night.
Wait until the next business day to send email messages. Also be mindful of different time zones.
31. It's advisable to not send email messages on weekends.
Wait until the next business day to send email messages.
32. Don't send email messages when you're angry or too happy.
Wait until you've calmed down before hitting "send." Trust us. It's easy to regret an emotional message.
33. Don't gossip.
Gossiping via email isn't morally acceptable and can get you into trouble.
34. Don't use work email for personal matters.
Keep your personal and work email separate.
35. Don't forget to follow up.
If you don't receive a response to an important email, follow up with a phone call or in-person meeting.
