Using the electronic messaging system or e-mail for work is different from personal use. Sending the wrong email message may cause trouble or may even get you fired. In this article, we present six office email etiquette everyone should remember:
1. Use office email for work-related correspondence only. See to it that you use the company email exclusively for communications that are related to work. It’s always recommended that you create a separate email account using a different email hosting service for your personal use. For example, you can set-up a personal email account at Yahoo, Gmail or Hotmail. When sending personal messages to your friends, family, relatives and other personal acquaintances, use your personal email, not your office email.
2. Do not use office email to send confidential information. You should consider your office email as a public property. Your IT administrator and even your superiors can easily access this account if they choose to or in circumstances when it is needed. So if you have a negative thing to say about your boss or your company, you can be certain that it’s not smart to use your office email.
3. Be discreet when forwarding messages. Avoid sending or forwarding viral email messages to the people at your office. If you have received such an email from an unknown resource, don’t forward it to your contacts. Instead, you should delete the email. Not only is it a waste of time and inbox space, such messages may also contain viruses or malicious programs which can put your company’s network system in danger. Furthermore, if the message is unimportant, fight the urge to forward the email to others.
4. Watch the CC and BCC functions. CC stands for Carbon Copy and BBC stands for Blind Carbon Copy. Both CC and BCC functions can be used when you need to send the same message to more than one recipient. However, take note that when sending through the CC feature, the email accounts of everyone you sent the email to will be visible to all. On the other hand, if you use the Bcc features, the email accounts will not be visible to the recipients of your email.
When sending the same email to a number of recipients, there is a tendency to switch the two functions by mistake. This can be risky since you could be revealing confidential email accounts to people who shouldn’t have access to them in the first place.
5 Grow up. The use of smileys and emoticons should also be avoided when sending business letters through email. Ending your sentences with smileys and other emotions make your e-mail looks unprofessional.
6. Be professional. It’s important to show courtesy and professionalism even when communicating via email. Make sure that you spell all your words correctly and avoid using abbreviations when not applicable. Some people send email messages with misspelled words and acronyms as if they are communicating through chat. It is very unprofessional and should be avoided. If you’re not sure about the spelling of a word, use an automated spell checker.