The rule of thumb of work email

rule of thumb for work email

rule of thumb for work email, email is one of the important communication tools in the workplace today, but not everyone knows how to use this tool well. Then I will go with you to see what are the rules of thumb of work email. Rule of thumb for work emails 1

1. Writing style:

When writing work emails, you should follow the rules of grammar and spelling, and avoid using slang, acronyms or using the letter "u" instead of "you".

carefully check whether there are spelling mistakes before sending the mail. Avoid using too many exclamation points, because it may seem immature. Don't write an email in capital letters, because it will make the other person feel like you are yelling.

2. Writing style:

As we receive a large number of emails every day, we should try our best to keep your email short and focused. If you have to include multiple points in your email, you can use bullets to mark all the points concisely.

if you are replying to an email that has been exchanged many times, you should consider deleting the old part of the text or summarizing it in a few short sentences.

it's a good idea to add your own signature at the end of the email, which can include your phone number and other contact information. This is especially important in emails addressed to customers, recruiters and other outsiders.

3. Subject:

The subject of the email should be clear, and if it is urgent, it should also be explained. Don't write "I have a problem", but write "my holiday plan; Non-emergency ". At the same time, the theme should not be too long or too detailed.

also, don't discuss other new topics in the same email. This will also make it difficult to find emails based on a specific problem. It is best to discuss different topics by sending separate emails.

4. Write the address of the other party:

If you misspell the recipient's name in the body of the email, or worse, call a woman "sir", it is likely to annoy the other party. Remember to double-check the spelling of the recipient's name and job title before sending the email. If you are not sure whether the recipient is male or female, you can just use his/her first name or use his/her full name.

5. Use "Reply All" with caution:

You must be very careful when clicking this key, because it will bring a lot of embarrassment if used improperly.

one of the most common problems is that your information has been received by people who shouldn't have seen it, but you may not realize it yourself.

imagine the consequences of pressing the "reply all" button when you want to play a joke on someone or complain to a colleague about your boss. Even people who have used e-mail for many years may make this mistake.

6. Please confirm before "sending":

E-mail is easy to forward, so it is very likely that someone you didn't expect will eventually read your e-mail. Read your email carefully before sending it, make sure it won't offend others, and don't write anything in the email that may cause you trouble.

7. Timely reply:

The speed of replying to an email usually depends on the nature of the email. In general, you should reply immediately. If you can't answer a specific question immediately, you should write back to say that you have received the email, and then tell the other party a time limit when you expect to reply.

8. Don't call after sending the email:

You may want to call the recipient who just sent the email, but it's best to give up this idea. Doing so may annoy the recipient.

Give the recipient a few hours, or even a day, to think about it and reply, no matter how badly you want him to reply. If it's urgent, you should indicate it in the subject of the email. If there is anything-if it is urgent-you can call the recipient first to remind him that you sent an email.

9. Attachments:

Usually, you should avoid sending large files as attachments, because they will fill the recipient's mailbox. If the contents of the recipient's mailbox are close to its total capacity, your big file may even be deleted. If you are sending pictures, you should adjust them to a smaller resolution. If you must send a large file, you can call the recipient first and ask him to check the mailbox.

1. When not to send an email:

Don't send an email because of every trivial matter, especially something that can be easily explained on the phone or in person. Don't write sensitive or confidential information in email, because you never know who will read it. Finally, be careful when forwarding emails, especially when forwarding jokes that may offend others or mislead people. Rule of thumb for work emails 2

1. Manage your inbox

Sort email messages by priority, subject, date, sender and other options, and you can filter out important emails that deserve your attention. Strictly speaking, as a good email etiquette, you should reply to all emails at the first time.

Generally speaking, you should reply to all professional emails within one working day, even if it only informs you, "You have received the message, please browse quickly". Sometimes, you will receive an email containing multiple replies; At this time, you should read the whole email every time, and then reply.

2. Professional writing email messages

Ignoring the basic principles of business writing, it is easy to convey the message to others that you are an amateur and careless. When writing or replying to an email, you should ensure that the grammar and sentence patterns are impeccable, or you can use a spelling checker.

don't send all capital letters-this kind of email is too hysterical. E-mail should be divided into small paragraphs according to logic and readability. The content of the email should be short, and if there is more content, it can be listed as an item.

check for the last time before clicking the send button. Read the email completely again, check grammar mistakes, see if punctuation is wrong, and if there is any spelling problem. You will be surprised at what you have gained. In addition, you should also ensure that the tone of the email is just right and measured.

3. Add a valid email subject

The writing of the email subject needs to be treated with caution, but it must still be given. A successful email subject should be able to summarize the content of the message, which is neither lengthy nor confusing. The theme of Laurie's nagging is frightening, so it is better to skip and ignore such emails.

Besides, topics that are too long are often not fully displayed in e-mail browsers. In order to get the best readability, letters should be capitalized the same as ordinary sentences, and there is no need to exaggerate all capitals.

For example, Agenda for meeting on 3/29/7 is good, instead of AGENDA FOR MEETING ON 3/29/7

4. Use CC and BCC correctly

Most email clients have CC and BCC functions, through which you can keep information with other people except the main recipients. If you need the work supported by the leader, you must use CC.

when copying (that is, cc and bcc) information to others, you need to be sure whether these messages are suitable for them. If you use an address list, you should also check whether all members of the list should receive this email, and remember to temporarily exclude irrelevant people. The use of secret delivery should be restrained. If there are sensitive topics that need to be sent to others in secret, it is better to discuss them offline in front of others.

5. Forward the message according to email etiquette

Before you forward the message, make sure that all recipients need the message. In addition, be careful when forwarding sensitive or confidential information. Do not forward internal messages to outsiders or unauthorized recipients. Before clicking the send button, review whether the message content is impeccable for all recipients.

6. Don't get involved in the online flame war

Flame war is a kind of intense email exchange, which is often more emotional than rational, and has nothing to do with professional communication. If one day you receive this kind of email (indicating that the war is not far from you), or find yourself deeply involved.

then if you still decide that you have to respond, you'd better think twice before responding. Analyze the situation, avoid being emotional and give a rational answer. Don't use e-mail when you are angry. E-mail is difficult to convey humor, but it is easy to convey anger.

you can also decide to solve the problem face to face instead of responding. Generally speaking, the launch of flame war is just a little misunderstanding.

once there is an improper wording (even excellent wording), it may be misinterpreted by the recipient, and then he will fire back. It is better to talk to this person about the news than to answer. In case the conversation still can't solve the problem, you can only ask the manager to go out and settle the dispute offline.

7. Take care of your email address

Don't disclose your partner's email address to commercial vendors, friends, or people outside the enterprise. Verify that the e-mail recipients listed in the To and Cc text boxes really have the right to receive messages, and ensure that other people's e-mail addresses are not exposed in the process.

don't post your partner's email address on internet forums or bulletin boards, in the Usenet group system, in chat rooms, or in other public areas.

here are some simple ways to protect other people's email addresses from being made public. First of all, if you need to keep his email address from being seen by other external message recipients, you might as well use the bcc function. Secondly, when forwarding the mail, remove their email address from the message. It doesn't take long, but it can reduce the chances of your partner's email address being copied and multiplied in the internet space.

8. Dealing with attachments wisely

Attachments in e-mail consume too much storage space and network bandwidth of the mail server, and it is hard to blame for the outbreak of viruses-however, they are often the easiest way to transfer files. When you send attachments, please make sure to follow the following guidelines:

◆ If you only send attachments, you should give a brief explanation, which is more polite. ◆ Do not attach large files; Anything larger than 1 or 2M should not be sent by email.

◆ Limit the number of attachments contained in the message to 5 or less.

◆ Save the attachment to the hard disk, and then delete the email message containing this attachment.

◆ Don't open unexpected attachments, and don't open attachments from unknown sources.

◆ Before opening the attachment, scan it with anti-virus software every time. Never click on an attachment until it is confirmed to be non-toxic.

◆ Don't forward attachments that the recipients can't access. If the attachment needs to run an unusual new application, make it clear in the message first.

9. Don't include sensitive information or information that may be embarrassing.

if you think your email is purely private, you are wrong. That's not true. Think of them as postcards. Never include information in an email if you don't want it to be published on the front page of the local newspaper.

Or to put it this way, you should never send top secret, internally owned, sensitive, personal or secret information by email. You should also avoid sending inflammatory or emotional comments in emails.

1. Know when to use e-mail (and when not to use it)

Business development has made e-mail have professional business-related uses, but it is never used for joking, gossiping or chain mail. At the same time, remember not to finish the work that should have been spoken by email.

it is often difficult to explain complicated topics face to face, but what can e-mail do? Instead of giving complicated explanations by e-mail, it is better to have a short meeting to explain things face to face.

When having an urgent, difficult, and/or unpleasant discussion, such as a matter related to human resources, e-mail is a poor body double for oral conversation. It's better to deal with emotional communication in person.

11. About replying

Politely speaking, everyone involved in the email needs to reply in the corresponding position and include the original text. It is extremely impolite to reply to only one person.

12. Fill in the addressee at last. Because of a mistake, it is possible to send an empty letter, which will give the other party the impression that your work is rough.

13. When communicating important things, it is best to use email; If necessary, send a copy to the relevant person in charge.