Emails are an essential part of our daily communication. It is how we work with our colleagues and clients. Yet, studies have shown that email miscommunication is an issue in the workplace. Is it possible that some of us are far too sensitive and need to ask for clarification before flying off the handle? Or does an email have essential aspects required to avoid that office email tension?
We all want to keep away from the workplace politics, and if your emails need adjusting here are 5 quick tips to consider when writing emails to colleagues.
1. Double Check
Before clicking send, double-check your email. Does it make sense? Is everything included? Have you attached that file? Make sure you clearly address the person you are emailing, include their name and please spell it correctly.
Greetings are essential when sending emails. Say “Hello” “Hi” or “Dear” it shows acknowledgement, particularly if it is the start of an email conversation. Think about it, would you walk into a room without saying hello and just get straight to the point? Consider your emails like a real life situation.
3. Be Polite
If you are writing an email with a request, a simple “Please” or “Thank you” goes a long way. It is surprising how important these basic phrases are, they do wonders in those office emails. Check you have included your email signatures and add a friendly sign off like “Kind Regards” or “Best Wishes’.
4. Be Professional
Emails act as evidence and using inappropriate language or slurs is not a good idea. It is unknown how the reader will interpret the email, so try to stay away from colloquial terms. Read the email aloud to find the right tone of voice.
5. Avoid short hand
Try not to use short hand text in emails as there are enough characters available to articulate yourself. Use full sentences and avoid one word responses like “Done” or “Sent” as this may come across as too blunt. You don’t want to be perceived as lazy or not interested, so it is best to use full sentences and use spell check if needed.
Hopefully you’ll find these small tips useful, and if all else fails you can always use the phone.