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How is your email etiquette? Recently a good friend was telling me the woes she is having with email communication. She is a computer programmer, and in order to help her coworkers, she sends emails with instructions on how to avoid problems, use the system better, etc. Her motivation is totally right; she wants to help. But some of her coworkers interpret her emails as being critical. What is she doing wrong?
Proverbs 16:21 says: The wise in heart are called discerning, and gracious words promote instruction. Another translation says sweetness of speech increases persuasiveness. This principle holds true for emails as much as it does for the spoken word. Your choice of words always makes a difference. And remember asking is usually better than telling.
A good way to judge how your words will be perceived is to read your email out loud to yourself before you send it and see how the words sound when they are spoken. That will often give you a clue as to the tone of your message and how it could be perceived by the person receiving it.
Some email dos and don’ts:
- Be careful with your use of emotional symbols—emojis. You may find it clever or funny, but the recipient may not. Save those for casual messages between friends.
- Remember not everyone is as computer savvy as you are, and they may not understand those online abbreviations that have become popular. So, be careful using those.
- Start your business emails with a salutation. If you’re writing to three people or less, use their names: Hello, Tom, Jane and Linda. If you’re writing to more than three, you can use a common greeting, something as simple as “Hello.” But starting an email with no salutation can be perceived as harsh. If you’re involved in a long email going back and forth, you can eliminate the salutation after the first reply, but when in doubt, it never hurts to use a greeting.
This is one area where I have to watch myself, because I just want to get to the meat of the message and skip the “niceties,” thinking they’re not necessary. But it truly can make a difference in the minds of others, so take the time to add that salutation.