Wouldn’t it be great if we received a pop-up on our computer/phone screen that reads, “Are you sure you want to send this email?” 

Something that prompts us to go back and make sure we have proofread, have been professional, and have our facts straight.  For some, email etiquette is a no-brainer and a common practice in their daily lives. While for others, sending emails isn’t their strong suit. If we are to be totally honest and transparent with ourselves, we have all experienced receiving and sending an email that makes us do a double take.

In a former blog I discussed the importance of one’s reputation, and how it takes years to build and seconds to ruin.  Just as our spoken word can impact one’s reputation, so can our written word.  Even more so because it is in writing and can be saved and shared.  Constructing meaningful emails, whether personal or professional, is so important in our tech savvy society.  Interviews and job offers are increasingly being offered through email communication.  Not to mention wedding invitations and RSVPs.  Sending a meaningful and well thought out email can do four things: make a strong impression; be taken seriously; have a better chance of getting the type of response you want; get a timely response.

The following 7 best practices are essential for anyone who writes emails.

1. Know when it is appropriate to send an email

The first question you should always ask yourself: does this message need to be communicated through an email?  If you have a simple, quick question that you can ask in person, do that instead. Not only will you get an immediate response, but you’ll have a better chance of being remembered by the person you reached out to. If you can’t reach out in person, but you have something that’s urgent, personal, or warrants a longer discussion, email is still not the best option. Instead, consider reaching out by phone. Alternatively, you can reach out by email to schedule a call for a longer conversation. If you have a quick question or a message that can be briefly conveyed (we’re talking no more than a paragraph or two), email is the way to go.

2. Provide specific information in the subject line

The person you’re reaching out to should look at the email subject line in their inbox and have a general idea of what the message is about. Always avoid vague subjects like "Hey You!" or "FYI".  Instead, try something more specific like "Following up on last Wednesday Afternoon’s Introduction Call".  If you’re reaching out to a contact who doesn’t know you very well or to a professor of a large class who isn’t likely to recognize your name right off the bat, you can also include information that introduces who you are. Example: Mary Jones (Clinton Smith’s intern) Resume Inquiry.

3. Greet your contact properly

I’ll never forget the times I received an email addressed to “Dear Sir”, or “Hey”, or better yet no greeting at all!  The impression that made absolutely changed how I viewed the remainder of the email, despite what was being shared or asked.  It takes a matter of seconds to state, “Good Afternoon Ms. Smith” or “Dear Professor Riley”.  Don’t set a negative tone in your greeting or lack there of one.

4. Be brief and consistent & Keep appearance simple

Professors, hiring managers, and most likely anyone professional you’re emailing has a lot going on in life. If your email is too long-winded, chances are it’ll get skipped right over. Aim for short and sweet.  Furthermore make sure your font is readable, an appropriate size, and not in different colors.  Having an awareness of color vision deficiency (CVD) is important in anything we put into print/writing.

5. Proofread and avoid acronyms

Look over your message for any grammar or spelling errors. Consider running it through a grammar check program such as grammarly.com. I also advise sharing it with someone you know is good at editing and can give your email a fresh set of eyes.  Don’t rely fully on any spell check feature. While software may catch most of your mistakes, they aren’t perfect.  Your ability to pay attention to detail and have strong written skills can make or break a job offer in certain situations.  Lastly, R u serious? Yes. I am. Leave LOL, BRB, TTYL, and more for texting with your BFF.

6. Sign off politely and consider having a signature

Just as it is important to have an appropriate greeting in your email, it is also important to have an appropriate sign off and signature.  Consider using “Thank you for your time”, “I look forward to hearing from you”, “Kind Regards”, or “Sincerely”.  Always provide a signature that includes your name, and if it’s someone you don’t know be sure to provide your full name.  With business cards becoming less popular, the email signature is a great place to state your position, job title, or class year and major (this all depends on how you plan to use your email and whom it is being sent).

7. Don’t include anything confidential or confrontational

Avoid putting anything in writing that you wouldn’t want to be repeated.  If the person you’re emailing sends your email to anyone else, you don’t want it to reflect poorly on you or spread personal information.  Once something is in writing, it’s there for good!

Who would have thought, so much thought goes into writing and sending an email?  Measure twice, cut once is an appropriate rule of thumb for a carpenter, but it also applies to emails.  Check, double check, and triple check all elements before you hit send. I guarantee you will see great success in response rates to your emails.