Hello fellow readers, in addition to having ethics in behavior and speech, we must also have the ethics of writing emails at work. Email is an inseparable part of our work. As professionals, email is the correspondence tool that we use. We send emails to bosses, coworkers, clients, vendors and even prospective clients. Well, of course, there are some rules that need attention. Here are 6 rules for writing emails at work that need to be followed, so that you can show that you have good ethics in correspondence .
1. Pay attention to the politeness in the email sent.
Sometimes, we have urgent matters and must be resolved quickly. This makes us want to send emails as soon as possible and continue with other work. Well, make sure we don’t forget the norms of politeness in sending emails, fellow readers. Look again at the email before sending. Have we used the words ‘please’ or ‘thank you’ in the email?
Then, when sending emails to people who are not yet known, we must send emails with formal conditions. Use polite greetings and recipient names, for example “Dear Mr. Joko or Dear Ms. Shanny”. Do not let us mention their names directly yes, fellow readers.
2. Pay attention to the tone of the language used.
Even if the e-mail is in the form of text, other people can read the tone of our voice in the text and will affect the recipient’s response. Certainly, we want to always be seen as respectful and friendly, right? Well, it’s good if we re-read the email that was made before sending it. Is there a language that shows our hospitality and dishonesty in the e-mail? If there is, find a substitute word that is more appropriate to use. That way, the recipient will see that we use friendly language tones.
Another thing to note is the use of emojis. If we send emails to close and close coworkers, the use of emojis is very permissible. However, for recipients who are not yet known, do not have a close relationship or prospective customers, do not let us use emojis, fellow readers. Emojis give an informal or playful impression.
Also make sure that we use the proper capital letters. The use of capital letters is too much and often indicates that we are as if shouting. Wow, of course this will offend the recipient. So, double check the use of capital letters in the email that we made.
3. Keep the email concise and clear.
Busyness makes other people don’t want to spend time reading emails for hours. In order not to interfere with other people’s busyness, make sure that we send emails that are concise, clear and easy to understand. Also make sure that no information is left behind so you don’t need to send emails again separately. That way, the recipient can read and understand the e-mail sent clearly without having to waste time to understand the contents of the e-mail.
4. Avoid using abbreviated words.
Even if we want to save time, avoid using abbreviated words when sending emails concerning professional life. Word abbreviations are only allowed when we send an email to a friend, for example abbreviating the word “I” to “sy” or the word “which” becomes “the one.” So, don’t let us abbreviate words when sending emails in a professional relationship. However, if the recipient is a client who is already very close and close to us, using the abbreviated word is fine.
5. Use the email address used in professional matters.
Use work e-mail if you are going to connect with business matters and don’t use e-mail to send things that are not related to work, for example when we want to apply for work elsewhere. Use a personal email address if you want to apply for a job elsewhere . Make sure that we have two e-mail addresses, one e-mail address used for professional life and one e-mail address for personal use. Also make sure that we use clear names and not names that indicate our unprofessionality, fellow readers.
6. Pay attention to the spelling and grammar used.
As busy as we are, spelling and grammar are things that should not be ignored. Spelling and grammar are critical in writing e-mails. Make sure that we have used the right choice of words, correct spelling (specifically writing the name of the person or company) and correct grammar. There must be no typos in it, yes. Of course we do not want to be labeled as unprofessional people just because there are spelling mistakes in emails sent, right? So, make sure that we double check before the email is sent.
Those are the 6 rules of writing email at work. The ethics of writing emails at work is often not given much attention. The ethics of writing this e-mail has an influence on the professional lives that we have. If you do not pay attention to the ethics of writing e-mail, you will be seen as an unprofessional person. Also make sure that fellow readers always pay attention to these 6 rules.