11/27/2023 0 Comments Professional email endingDoing so could help you avoid an unnecessary altercation, Smith said. Instead, try to calm down and then speak to the person you need to address face-to- face or over the phone if an in-person meeting is not possible. Never send any email while you are angry or otherwise emotional, Smith advised. “Be sure you are saying what you need to say sufficiently.” Do: Keep Calm “Recipients will only read the first line or two before deciding whether to keep or delete ,” Smith said. If your email is too wordy, try editing it down to make it more concise. Emails are not meant to be as brief as text messages, Smith said, but they are meant to be a form of quick communication. It’s always best to keep your emails short and sweet. “Email software comes with many professional tools such as spell check. “These errors look unprofessional and reduce the likelihood that the email will be taken seriously,” added Schweitzer. Careless email mistakes will only make you look bad to your recipients. You should look for misspellings, homonyms, grammar and punctuation errors, Smith said. Do: Proofreadīefore you send, make sure to carefully proofread and edit your email. “‘Good day’ or ‘greetings’ are other phrases used frequently in the international arena,” she added. Opening an email with “hi” or “hey” might be alright for colleagues you’re friendly with, but for new contacts, Schweitzer advised beginning your email with a proper, respectful salutation, such as “good morning,” “good afternoon,” “good evening” or “hello.” Smith, owner of etiquette consulting business Mannersmith, and Schweitzer shared their advice for keeping emails proper and professional, including some major dos and don’ts, and when to use the carbon copy (cc) and blind carbon copy (bcc) options. Additionally, automated responses can reduce connections between senders and receivers, and creating more generic rather than customized emails may lead to miscommunication. Yet, quick, casual responses to professional emails can do more harm than good, according to Sharon Schweitzer, founder of Protocol & Etiquette Worldwide. Responding to emails is a necessity in the business world, but taking the time to type out a thoughtful, polite reply to each one can eat up a good chunk of your day. This article is for anyone looking to understand email etiquette.If you can’t do that, a smaller cc or bcc list of people is typically best. If you’re not sure whether to cc or bcc someone on an email, just ask them.You should always close your emails kindly, indicating that the conversation is over. Buzzwords, aggression, meanness and poor punctuation have no place in an email.Avoid email for resolving more tense situations. When writing emails, use proper salutation, proofread what you’ve written before sending it and keep it short but sweet.Oxford University Press 'Wiriting for Study and beyond'. Oxford Living Dictionaries 'Choose the right greeting and sign off'. Learning English 'FCE Formal Letter' Retrieved from If you do not know the name of the person you are writing to, cannot find it out and wish to address that person specifically, you may use this salutation, although we would caution you to opt for 'To Whom It May Concern': If you must use the phrase 'to whom it may concern', we recommend capitalising the phrase, since you are replacing a person's name with this salutation. If you do not know the name of the person you are writing to and wish to address the organisation more generally, then use this phrase. Of these two options, we recommend 'To Whom It May Concern,' as best of the bad bunch of anonymous greetings, since it is gender-neutral. Never ever leave a blank behind 'Dear':Īs a last resort, you may use anonymous phrases such as 'To Whom It May Concern' or 'Dear Sir/Madam'. If you still cannot find the name, then use their job title. There is almost no excuse for not being able to find out the name of the person you are writing to, so always try. When you do not know the name of the person you are writing to This applies to "team," "colleague," "employees", or other such nouns: If the woman refers to herself in previous correspondence specifically using one of the above titles (i.e. It is the equivalent to the male title 'Mr'. This is a neutral and professionally acceptable title that does not indicate whether a woman is married ('Mrs') or not ('Miss"). If you are unsure of a woman's title preference, use 'Ms' (pronounced 'Miz'). If you know the gender of the person whom you are addressing and are sure that they appreciate being addressed as such, you may use the titles 'Mr' and 'Mrs': There are two ways of doing this, namely by using a person's academic title or by writing their name in full (first and last name):Īlways use a comma after the name and do not use a full stop after the abbreviated title: Formal salutation or greeting (punctuation) Formal greetings (gender-neutral)įirst off, use a gender-neutral way of adressing people.
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