1、Email Etiquette at Work Email is an essential pillar of communication in todays workplace but not everyone knows how to use it well. Since emails are not as formal as letters, experts say that many employees dont pay attention to the tone and composition of work-related email. But that can hurt prof
2、essional credibility. Your emails make an impression on your managers, colleagues, clients, and on possible recruiters. Sloppy emails may show that you are not disciplined and risk causing misunderstanding among colleagues. A poorly-written email along with a job application can damage your chances
3、of landing the job. So, next time you write an email, here are some rules of thumb to keep in mind: 1. Writing style: Most youngsters tend to bring the informality of SMS into emails, says Venkataramana B., chief people officer of the India unit of retail firm Landmark Group. Thats a no-no for work
4、emails. Follow the rules of grammar and punctuation when composing your email. Avoid slang, acronyms and short forms like u instead of you. Dont send emails without a spell check. Avoid exclamation marks, as that may seem immature. Avoid writing in capital letters, since in writing this can be inter
5、preted as the equivalent of shouting. Ideally keep emoticons like :) out of official emails. There are other avenues like Facebook and Twitter for these things, says PrashantDeo Singh, head of human resources at Panasonic India Pvt. You can always use your personal email for casual messages, says Ru
6、naMaitra, director of human resources at OSC Export Services Pvt., a provider of information technology and management services. 2. Composition: Given the flood of email we get daily, its best to keep your emails short and to-the-point. Dont write sentences that tend to be never-ending says Mr. Venk
7、ataramana. If you have to make a number of points, use bullets to cover all your points briefly. If you are replying to a thread of email, consider deleting the older text in the body of your email, or summarizing it in a few lines. Its a good idea to add a signature at the end of your email, which
8、includes your phone number and other contact details. This would be particularly useful for emails sent to clients or recruiters, or other people outside your organization. 3. Subject line: The lack of a subject line or a vague subject like Hello or I have a question can be annoying to busy people.
9、They also make it harder for the receiver to search for your email in their inbox. Be specific in your subject line and mention if the matter is urgent. Instead of saying I have a question, say My holiday plans； not urgent. At the same time, dont make the subject line too long or detailed. Also, don
10、t start discussing a new topic under the same subject line. This also makes it difficult to identify mails about specific queries. Its best to send separate emails for separate topics. 4. Get the name right: Email recipients can get angry if the body of your email has the wrong spelling of their nam
11、e or, even worse, if you address the person as Mr. when it should really be Ms. Always double-check spellings and titles before sending your email. If you are not sure whether the recipient is male or female, either use the persons first name or the full name. 5. Caution on Reply All: This is a tric
12、ky button on our email box because if used without care, it can be a source of much embarrassment. One of the most common problems you may not realize that your message has gone to people who should not be reading it. Imagine hitting Reply to All in a group message when you wanted to joke around wit
13、h someone in particular or complain about your boss to a colleague. It happens even to people whove been using email for years. Also, sometimes employees use the Reply to All option because they want to show to others that they are doing some work, says Mr. Singh. People mark copies to humanity, he
14、says, but that simply overloads the inbox of recipients and can be annoying. Use Reply to All infrequently and after careful thought. 6. Before hitting Send: Emails can be easily forwarded and thus be read by more people than you think. So re-read your emails carefully before sending it, to make sur
15、e that it is not offensive and that it doesnt say anything that could get you into trouble. Emails are not a place for emotional outburst. Dont be in a rush to send angry emails, as they might come back to haunt you later. If you need to respond to an offensive email, carefully draft the mail, read
16、through it, and press the send button only after (you have) calmed down, suggests Mr. Venkataramana. In general, its best to avoid this kind of emails. 7. Time frame: How quickly you need to reply to an email typically depends on the nature of the email. In general, you should reply immediately. If
17、you know you dont have an immediate answer to a particular query, reply to acknowledge the email and give the person a time frame of when you think youll be able to respond. Ideally you should reply within 24 hours, says SnehalMantri, director of marketing at real estate firm Mantri Developers Pvt.
18、8.Calling After Email: It might be tempting to call up the person you just emailed, but desist. It can be annoying for the recipient. Give the person some hours or even a day to think and respond, no matter how eager you may be for the reply.If its urgent, mention that in the subject. If anything if
19、 it is an important matter call the person first alerting them to the email. 9. Attachments: In general, avoid sending large files as attachments since they clog up the recipients inbox. If the recipient is close to filling up his or her inbox capacity, your large files may even get deleted. If you
20、are sending pictures, resize them to a smaller resolution. If you absolutely have to send a large file, call the recipient to check first. 10. When not to send email: Dont send emails for every little thing and especially not for something that can be tackled easily over the phone or in person. Emai
21、ls are there to save your time, not waste it, says Mr. Singh of Panasonic. Avoid putting sensitive or confidential information in emails because you never know who ends up reading them. Finally, be careful about forwarding messages, especially jokes that can be offensive or misconstrued. 译文 电子邮件是如今工
22、作场所重要的通信工具之一，但不是每个人都知道如何很好地使用这个工具。 专家表示，由于电子邮件不像书信那么正式，因此很多员工并不太在意工作邮件的语气和行文，而这么做会有损个人的职业诚信度。 你写的邮件会给你的经理、同事、客户和可能的招聘人员留下印象。漫不经心的邮件可能会让人觉得你的纪律性不强，而且还可能会引起同事们的误会。找工作时，一封写得很糟糕的邮件会降低你得到工作的可能性。 因此，当你下一次写邮件的时候，要牢记以下几条“经验法则”： 1. 写作风格 ：国际零售巨头蓝玛克集团 (Landmark Group)印度公司的人力资源主管温卡塔拉马纳 (Venkataramana B.)表示，“大多数
23、年轻人往往会把手机短信中的一些非正式用语用到电子邮件当中。”这可是工作邮件的大忌。 在写工作邮件的时候，要遵循语法和拼写的规则，避免使用俚语、首字母缩写或者用字母“ u”替代“ you”等简写形式。 在发送邮件之前要认真检查是否存在拼写错误。避免使用很多的感叹号，因为那样看上去可能会显得不成熟。不要用大写字母来写邮件，因为这样容易让对方感觉你像是在吼叫。 在正式的邮件中最好不要使用“：）”等表情符号。 松下电器 (Panasonic)印度有限公司人力资源主管普拉山特迪奥辛格 (PrashantDeo Singh)表示，“这些符号可以用在脸谱 (Facebook)和推特 (Twitter)当中。
24、” 信息技术和管理服务公司 OSC Export Services Pvt 的人力资源主管露娜梅特拉 (RunaMaitra)说，一些非正式的信息可以通过私人邮件来传递。 2. 行文方式 ：由于我们每天都会收到大量的邮件，所有要尽量让你的邮件篇幅短小、重点突出。温卡塔拉马纳说，不要写那些“看上去永远不会结尾的句子”。 如果你必须要在邮件中包含多个要点，可以使用着重号把所有的要点简明扼要地标注出来。 如果你正在回复一封往来多次的邮件，就要考虑删去正文中旧有的部分，或者用简短的几句话将其归纳一下。 在邮件末尾加上自己的签名是个不错的主意，其中可以写上你的电话号码和其他的联系方式。这一点在写给客户、招聘人员以及其他外部人员的邮件中尤其重要。
