Share
Whether you’re a new grad or experienced professional, it’s important to have a good understanding of professional communication etiquette in the workplace. Most corporate roles involve writing some form of communication, especially emails. If you’re unsure of what a proper email entails, or if you’re looking to break some bad email habits, here are the tips you need to be successful.
Subject Line
Clarity is one of the most important aspects of a subject line. The goal is to clearly identify the main idea of your email so someone knows what it’s about prior to opening. If a deadline is fast approaching and you need a timely turnaround, putting urgency in the subject line will (hopefully) get it addressed quicker. However, don’t cry wolf by making questions more serious than they actually are just to receive a faster response. If you’re close to a deadline and need an urgent review, here are some subject lines you could use.
Subject: Proposal to Review - Urgent
Subject: Document Review - Need by Friday
Subject: Please Review Document ASAP
Outlook mail also has a feature that lets you mark your email as urgent. Using this feature makes it so the recipient sees a red flag marking the email as important.
Salutation
Next, always start off your email by addressing the recipient (and please double check the spelling of their name). For most corporate emails, you’ll want to avoid salutations that are overly formal such as “Dear” or too informal such as “Hey there.” Instead, keep it simple and start the email with something like this:
Hi [first name],
Greetings [first name],
Good Morning [first name],
Happy Friday [first name],
The more you speak to colleagues and clients, the more you’ll understand how others start their emails, and you can adjust your approach accordingly.
Introduction
The email's introduction is dependent on who you’re communicating with. When emailing someone for the first time, both internally and externally, a short intro is standard. Some options of good introductions include:
I hope you’re well. My name is [name] and I’m on the [team or department name]. I’m reaching out about [subject].
I hope you’re having a nice week. My name is [name] and will be working together on [project]. I’m reaching out about [subject].
If you’re emailing someone who you’re in constant contact with, an introduction isn’t necessary since they’re well aware of who you are. In these cases you can start with a short greeting such as “I hope you’re doing well” or jump right into the body of your email.
Sign Off
Every proper email includes a sign off at the end. While it may seem simple, a sign off wraps up the tone of your email. If you’re expecting a response to the email, you can use sign off’s like this:
I look forward to hearing from you.
Please let me know your thoughts.
I look forward to working with you on this.
Talk soon.
If you aren’t expecting a response in return, you can close out the conversation with phrases like this:
Have a great weekend,
Take care,
All the best,
Best regards,
Cheers,
These phrases should always be followed by your first name and digital email signature to formally end the email. The signature is critical when talking to external parties because it gives you more credibility and eliminates questions of the email being spam or fake.
Handling Mistakes
Everyone makes mistakes in their career, regardless of seniority level. Sometimes mistakes are minor, like misspelling a recipient’s name, but they can also be significant, like missing a deadline on a promised deliverable. The exact procedure for handling mistakes can vary by company, but if you need to deal with a mishap via email, here’s what you can do.
Approach your manager and explain the situation so they can be aware and also help you navigate it. They’ll likely have you respond to the email with them cc’ed. The email itself should start with taking ownership of the mishap. Next, you’ll want to explain the options available for a solution. It’s always best to try to create a solution on your own, but if you’re unable to, the second best thing to do is offer your help on whatever the solution could be. Copying your manager on the email will help you handle the situation if it were to escalate from there, and it also lets your recipient know that your management is aware. Here’s what that email can look like:
Hi [first name],
Thank you for making me aware of this. I sincerely apologize for the [mistake]. This was an oversight on my end. In order to correct this, we can [solution]. I apologize again for this error, and I’m happy to help rectify this any way I can. Please note that I’ve cc’ed my manager on this for visibility.
Thank you,
[your name]
Keep in mind that what’s most important is how you handle a mistake after it happens. Handing it the proper way shows your dedication and professionalism—and can even earn you some respect.
Share
