Keep in mind the following tips on how to use email professionally.
Email recipients aren’t necessarily thinking about the same things you are at the time you write your email. Use “thank you” and “please” and one extra tip – don’t send a copy to the boss when the issue is only minor, advises the businessknowhow.com website.
So what are the worst email mistakes?
Marking emails with an exclamation point
when it's actually only a routine matter. You may think the issue is important, but when you flag almost every message, don’t you think people will start not to care?
If there is an email marked urgent or important when it really isn't a big deal, people start ignoring it and may become upset.
Requesting an immediate response
Other people have their own their priorities, so try to demand an immediate response only when it's really necessary. If your requests are not really urgent, they’ll soon be ignored.
So when no one will suffer any harm or damage if you don’t get the response the same day, don’t demand immediate replies. When something is really urgent, briefly explain why.
Responding with a one-liner with no important details
This can be annoying. You may know exactly what you mean, but the other person…well, might not.
When you're both on the same project, messages like “It wasn’t approved.” or “The date has to be changed.” may work. But if the recipient needs to dig through a bunch of other emails to find out what you actually meant and why, he'll be upset.
Responding with too much detail
Always think twice before sending a long note full of details that may not be appreciated. Also, if you had a telephone conversation with the person to discuss the problem, mention it, but don’t include transcript of the entire call.
When the recipient knows how to do something, you don’t have to repeat all the instructions.
-jk-