Professional Email Standards

 Have you ever had to read and respond to emails that don't make sense or come across as rude? I would bet most of us would say yes. Email has been around for a long time and it is here to stay. Presently, there are over 4.3 billion email users in the world. That is why understanding email etiquette is so important in today's world. 

Thankfully, we are fortunate to have access to tons of articles regarding the use of email in the workplace. Here are a few resources I thought demonstrated the proper use of email very well:

Owl at Purdue University

I really like the Purdue Online Writing Lab website because it is a very thorough resource and it offers assistance on any questions regarding English grammar. They say it is very important to include a meaningful subject line that gets right to the point. Using caps lock when writing an email comes across as if the sender is SCREAMING AT THE RECIPIENTS which is not ideal. Also be sure to keep emails short and to the point.

Indeed Email Rules

The company Indeed helps connect the right employees to actively searching employers. They publish exceptional resources to help get potential employees ready for their new career. They suggest that it is best to use standard formatting when creating emails to maintain the integrity of the message. Obscure fonts and colors can distract readers from the message of the email. If you are emailing coworkers, ensure that the email address you are using is of a professional nature. Also be sure to include an introduction to let strangers know who you are.

Business Insider

The Business Insider website is a great professional tool for all things business related. They suggest that emails should contain professional salutations when addressing anyone. It is better to leave humor out of emails, because the tone could be mistranslated by the recipients. Proofreading messages is also a must to ensure there are no mistakes in grammar and punctuation.

Sample Email:

To: "Sales Staff" <salesstaff@fastenal.com.>

CC: "HR" <HR@fastenal.com.>

From: "Joe Nelson" <joenels@fastenal.com>

Subject: Fastenal Email Standards

Good Morning staff,

I wanted to take some time this morning to refresh our memories regarding email etiquette in the workplace. I have been noticing over the past couple months that more emails are being sent with misspellings, incorrect grammar, and they appear unprofessional. We should strive to send emails that convey the message effectively, while maintaining our professional image. Some key items to look for when crafting messages are:

• What is the tone of the message? 
• How would I interpret this message?
• Proper punctuation and formatting
• Addressing colleagues and customers by name

I would also like to review how we should be properly using the carbon copy and blind carbon copy features while using email. 

Carbon copy should be used when:

• The recipients are not being directly addressed by the sender
• The recipients should be informed about the message but no action is required from them
• It doesn't matter who can see the carbon copied emails

Blind carbon copy should be used when:

• The sender wants to keep the identities of those recipients hidden from other recipients
• Sensitive information is being exchanged, it protects the recipient's data
• Emailing numerous clients who do not know each other

I hope these email standards serve as a good reminder about how we should be communicating at work. Please save this email for future reference in case you ever need a refresher. Have a great day everyone!

Sincerely,

Joe Nelson, Sales Manager 

joenels@fastenal.com

Telephone: 262-746-0934 ext. 463