Email Etiquette

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If rushed and poorly constructed, a bad email can quickly elicit a lasting negative response. Be cautious with humour Humour can easily get lost in translation without the right tone or facial expressions. We only hope that they do.

Email Etiquette: Guidelines for Writing to Your Professors

Send smaller files, compress them It is more preferable to send compressed files than sending large attachments. That makes it easier for the recipient to download the file easily.

I was referred to you by. When sending emails to people from indirect cultures, it is proper protocol and a best practice to research country customs.

For example, in Japan, it is polite, appropriate, and customary to inquire about the weather in the first sentence of a business email. Contrastingly, it would be inappropriate to send an email introducing yourself to a potential Japanese contact. Emails can easily be misinterpreted through text without context.

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Humor is culture-specific. Avoid both humor and sarcasm in emails as the recipient may be confused, or worse, offended. This shows consideration to the recipient, by saving them time and risk in opening attachments. Is this more time consuming for you?

How to Mind Your Email Manners

Is it worth it? Emails are the preferred mode of communication in many workplaces, and this means they carry a lot of information that could be confidential. Many companies train people extensively on how they are supposed to frame their emails and what kind of emails, to whom they are supposed to forward.

The security and confidentiality of the information in the emails is the joint responsibility of both the sender and the recipients. Companies have strict guidelines to safeguard their documents and their contents. Let us discuss some of the most commonly followed guidelines to prevent email misuse.


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While most of us send informal emails to friends that might contain grammatical mistakes in them, the same is not true when writing to colleagues, especially when we want to make a good impression, as we have to be more careful and diplomatic this time. Colored backgrounds, or scroll designs seem to be unprofessional and distracting. Personal statements are best avoided. Cursive fonts for name is not recommended.

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