NETIQUETTE – RULES FOR WORK EMAILS (and beyond)

ETIQUETTE IN COMPUTER COMMUNICATION IS FUNDAMENTAL

Emails are the most used means of communication in companies (and not only) of all sizes; however, the importance of writing them in the right way is often underestimated.

There are rules to respect to always be professional and avoid misunderstandings.

The term netiquette derives from the union of network ed etiquette and traces the good rules and behaviors that a user must respect in communication, especially when communicating through emails.

The amount of email messages received and sent every day can lead users to write hastily, perhaps without paying proper attention to the tone and terms used, running the risk of making easily avoidable errors.

THE RULES TO FOLLOW IN COMPANIES (and beyond)

INSERT A CLEAR AND DIRECT SUBJECT

The subject is the variable capable of convincing recipients to open or not the received email.

In fact, among the communications you receive on a daily basis, it is important to allow your interlocutor to make them perceive the importance of opening the email and reading the rest.

USE PROFESSIONAL GREETING FORMS

Starting out too colloquially is not a good idea.

Even if it is an informal communication in an email it is good to find the balance between excessive formality and a friendly tone, always using an appropriate and respectful "tone" towards the interlocutor you are addressing.

PAY ATTENTION TO CULTURAL DIFFERENCES

When there is a complex network of international relations and relationships that lead to having to deal with colleagues from different nations, it is necessary to be particularly cautious and pay attention to possible misunderstandings due to cultural differences.

It is good to be aware of appropriate etiquette when communicating with foreign clients and partners, to always be respectful.

DO NOT USE EXCLAMATION POINTS AND DO NOT WRITE IN CAPITALS

It might seem trivial, but writing in capital letters and ending the sentence with more than one exclamation point will give the person receiving the email an idea of ​​lack of professional maturity, appearing decidedly excessive.

AVOID SARCASM AND HUMOR

The use of sarcastic phrases could be misinterpreted, given that, since it is a written communication, two fundamental components for the interpretation of the message by the recipient are missing: the tone of voice and facial expressions.

It's best to avoid humor in an email exchange, unless you have a very confidential relationship with your interlocutor.

TRY TO ANSWER QUICKLY

Although it may be difficult to respond quickly to all the emails received, you should try to do so: computer communication has the same importance as a phone call or a meeting in person.

According to the rules of netiquette, It is good manners to also respond to emails received by mistake, informing the sender of the mix-up.

RE-READ THE MESSAGE CAREFULLY BEFORE SENDING

When you receive an email with grammatical errors, they hardly go unnoticed by the recipient who will perceive a lack of attention and care.

Rereading the message several times before sending it helps to always maintain a high level of professionalism and accuracy.

ADD RECIPIENTS ONLY AT THE END

Even the most attentive and scrupulous people can accidentally click the "send" button before finishing writing.

Even when you are replying to a received email, it would be better to delete the recipients and add them only after finishing, paying attention to the correctness of the addresses entered.

AVOID ADDRESSING SENSITIVE ISSUES IN EMAILS

There are particularly complex issues for which email should be avoided, preferring more direct communications, such as a phone call or an in-person meeting, where possible.

Very long and complicated emails can be misunderstood, misinterpreted or not fully understood, which is why it is better to prefer more immediate communications.

Demonstrating attention and professionalism even when exchanging emails with partners and colleagues is essential for maintaining and building effective business relationships, even outside the company. If you have frequent communications with clients or collaborators who are abroad, it is important to find out about the local rules and culture, so as not to find yourself unprepared.