E Mail Etiquette and Discipline in the workplace -

Many organisations turn a blind eye to lack of e mail discipline. Here is how to instil a culture of responsiveness and respect.

1. E Mail Etiquette

2. Rude e mails Angry e mails Incomprehensible e mails Unprofessional e mails

3. Use proper salutations and closings (e.g., "Dear [Name]," "Sincerely," "Best Regards"). Maintain a polite and respectful tone. Avoid using slang, emojis, or excessive punctuation. Professionalism in Tone and Language:

4. Be clear and concise in your messages. Use short paragraphs and bullet points when necessary. Ensure your subject line reflects the content of the email. Clarity and Conciseness :

5. Proofread your emails for spelling and grammatical errors before sending. Consider using tools like spell checkers or grammar-checking extensions. Grammar and Spelling :

6. Use a professional email signature with your name, job title, contact information, and company logo (if applicable). Use a clear and readable font. Professional Formatting :

7. Times New Roman Professional Formatting : Arial Helvetica Verdana Calibri Georgia Recommended Fonts

8. Respond to emails promptly, ideally within 24 hours. If an immediate response isn't possible, acknowledge receipt and provide an estimated timeframe for a full response. Use "Reply All" sparingly, only when necessary. Responding and Timeliness:

9. Be cautious when discussing sensitive information over email. Double-check email recipients before sending to avoid accidental disclosure. Sensitive Information and Privacy :

10. Ensure attachments are relevant and properly labelled. Consider file sizes when attaching documents to prevent overwhelming recipients' inboxes. Attachments and File Sizes :

11. Avoid sending unnecessary or excessive emails. Use descriptive subject lines to help recipients prioritize and organize their inbox. Respect for Others' Time:

12. Handle disagreements or conflicts professionally, avoiding confrontational language. Consider having difficult conversations in person or via a call if necessary. Professional Disagreements or Conflicts :

13. Follow up on important emails if you haven't received a response within a reasonable timeframe. Use appropriate closing phrases (e.g., "Thank you for your time," "Looking forward to your response," "Best regards"). Following up and Closing :