Everyone should practice good communication skills whenever they interact with another human being. While many people believe that communication skills only matter when we’re talking to someone face-to-face or talking on the phone, it matters when we are writing to others.
Email communication is a big part of the world now, and everyone should learn how to communicate properly when using email. Professionals in business and finances have to take courses on communicating with their colleagues and peers over email properly. Most other professionals do not have to take email communication lessons, but they should.
So here are a few rules that everyone must follow when communicating by email.
Always include the subject of the email body in the subject line. If the email is about scheduling a meeting, then write “We need to schedule a meeting” in the subject line.
Always include a greeting. Always start your email off with Good morning, or Hello, or another greeting that is used around the office. It would be weird if you picked up the phone and started talking without saying hello, and it is just as weird if you don't write a greeting in an email.
Break apart large paragraphs into separate sentences. Nobody wants to read a big block of text, no matter the medium. Break apart any large paragraphs that contain four or more sentences.
Don't use foul language or gossip. Cursing is extremely unprofessional, and you should never include it in your email unless you really know the recipient well. But you shouldn't curse or spread office gossip, because the IT team who set up your work emails and software in your work computers can see everything you're writing.
Always include an ending remark if it is not an ongoing email. If you are just sending one email to someone, then include an ending remark. But if you know that the email thread is going to continue over a few days, then you only have to write an ending remark after the thread is over, and the conversation is done.
But what if you want to leave an email that is less than professional and does not follow the rule of good email etiquette at all? You don't want to use your personal or work email to send angry emails. A rude or derogatory email should never be sent from any account linked to you, as everyone will know who sent the email the second they read the sender's name.
If you want to send an inflammatory email to or about someone who is irritating you at work, you should take a moment and really think about what you are doing. Is signing up for a temporary email service to send a scathing email about one of your colleagues or boss worth the trouble?
If you decide that sending an inflammatory email is worth the trouble, then find a temporary email address that allows you to send emails. The service will provide you with an email address, a box where you can write your message, and a place to write the recipient’s email address.
Do not send that email to your target’s private email address, as they will be able to quickly narrow down who sent it to them. Send it to their general mail or an email that everybody knows your target uses. And be sure to change the style of writing so that it cannot match your regular writing.