Professional e-mail etiquette is critical to communicating clearly and making a good impression. This is true whether it is the first time or in daily e-mail exchanges.
Though e-mails are considered more casual, it’s best not to treat them as casual. Simple errors, if avoided can leave a stunning and memorable impression, while some fatal flaws will leave your queries unanswered or misunderstood. Here are a few tips to improve your communicative English skills while writing e-mails.
“Previously, I earned my Master’s degree from Madras Christian College (henceforth, MCC) in India. (Later in the paragraph) At MCC, I was involved in many activities and internships as noted on my attached resume.”
Note, as of 2018 or 2019, some claim the opposite etiquette also applies (writing the expansion in the parenthesis). For example:
“Previously, I earned my Master’s degree from MCC (Madras Christian College) in India. (Later in the paragraph) At MCC, I was involved in many activities and internships as noted on my attached resume.”
Avoid texting abbreviations. Spell out the entire word.
DO NOT Forget to Use Greetings and Salutations
Always open with “Dear [Name of Person]:” and end with “Regards” or “Sincerely” or other appropriate closings. For letters to the USA, avoid opening with the general “Sir” or “Ma’am” without a name as common in some parts of India. Americans like to be addressed by their names. Sign your name. Always use greetings and salutations in initial inquiries and concurrent communication. It looks more neat and professional.
The first time interacting with a US client, err on the side of formality. Do not use the first name or short name first, like is done in many parts of India. In the first introduction (or after a long gap), refer to the person as Mr. or Ms. Last Name. They will correct you and let you know how to call them. Don’t feel bad if they do this. It is normal. Calling them their first or especially short name first can cause a bad first impression.
Do Not Forget to Check Spelling
Run the spell check. Do not limit your spell check to the check that is done automatically through your e-mail program. Double check with your own eyes- learn to self-edit. Many words have multiple spellings (there/ their/ they’re) each with different meanings. Sometimes the wrong word gets typed in but is spelled correctly, so this becomes a mistake.
Do Not Forget to Check How Your E-mail ID Renders
Assure your e-mail ID renders along with your full name in the response e-mails, in the header. The image underneath is a suitable example of email rendering. Assure your name is spelled out fully, (with any titles, if appropriate), and your id is appropriate. The best ids have your name, business name, or related text.
Do Not Forget to Have an Appropriate Signature
If a signature is present in the outgoing e-mail assure it adheres to the above protocols. No texting language, words properly spelled and also that any information or links within showcase a good impression of you as serious, well-versed, and professional.
DO NOT Draft Important E-mails in the Browser
When writing a long email covering different topics open Microsoft Word and save a blank document under an appropriate file name and start the draft. Cut and paste it into the browser when ready to send. There are a few reasons for this:
If we have to send a follow-up e-mail to correct our mistakes, it would waste the other person’s time and they may get irritated. We want to avoid this as much as possible.
Keep in mind those who receive emails from abroad receive many, many emails. Your email can be one of HUNDREDS. Make yours memorable. Make yours stand out by applying these tips.
Author, Jennifer Kumar is hired by Indian corporates to help them communicate more effectively with Americans. If you are looking for communicative English (Email training program) and cultural sensitization training programs in Infopark, Kerala, contact Jennifer today.