Ever fired off an email and immediately regretted hitting the send button? Or innocently sent a message that was taken completely the wrong way? We’ve all stuck our electronic foot in our mouths, but this can easily be avoided.

Electronic communications are quick and efficient but lack the face-to-face interaction we use to pick up on cues to communicate appropriately. Using proper email etiquette is important for many different reasons:

1) To protect the professional image of your company
2) To communicate effectively and efficiently; and
3) To email others as you would want to be emailed

10 Tips to Keep in Mind

• Be proactive and answer all potential questions that could be asked
• Be concise and to the point
• Avoid using all caps
• Answer swiftly
• Practice confidentiality
• Take a deep breath and rewrite emotionally charged emails
• Add a personal touch to your message but use appropriate language and sentiments
• Read the email before you send it
• Be careful when using ‘Reply All’ and the cc’s and bcc’s
• If it’s too complex or personal of a subject, pick up the phone or stop by to visit with someone

Another key element to email etiquette is using proper spelling and grammar, which is useful in all elements of communication and documentation.

Mechanically correct and flawlessly professional documents increase your on-the-job credibility and aid precise communication. Business grammar consists of three elements: punctuation, spelling and usage, and grammar and sentence structure. Grammar and sentence structure are concerned with topics like subject-verb agreement and pronoun use (for example, using I, me, and myself correctly). It is important to be able to recognize and correct sentence fragments, run-on sentences and lack of parallel structure.

Even if you think you are a good writer, it doesn’t hurt to improve your skills. Introduce new words into your vocabulary, take a look at a grammar reference book to test your skills, and pay closer attention to your writing. Doing so will not only make you a better communicator, but a more successful professional.

Grete Ruder, Celebrity Staff Kansas City Recruiter

About Grete Ruder
Grete joined Celebrity Staff in 2005 and has helped build its Kansas City office from the ground up. She holds a bachelor’s degree in Psychology from the University of Kansas, has served as Chamber Champion for the KC Chamber of Commerce for two years, and has completed numerous training sessions on professional cover letter and resume writing.