Communicating with Impact

 

Professional E-mails

TIPS AND RESOURCES:

1. Forbes: 10 Rules of Email Etiquette

Summary: Forbes highlights the impact of tone, formatting, and mobile-friendly writing. It warns against overusing emphasis (bold, italics, caps) and stresses the importance of respectful, concise communication.

2. Business Insider: 15 Email Etiquette Rules Every Professional Should Know

Summary: This article breaks down essential email habits like avoiding “reply all,” using clear subject lines, and maintaining a professional tone. It also emphasizes the importance of a proper signature block and proofreading to avoid embarrassing mistakes.

3. HubSpot: Email Etiquette – 27 Rules to Make a Perfect Impression

Summary: HubSpot offers a comprehensive guide to email etiquette, covering everything from tone and formatting to proper use of Bcc and attachments. It’s especially helpful for professionals looking to build trust and communicate clearly across teams.

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Sample of Professional E-mail: 

To: team.department@company.com
Subject: Strengthening Our Email Communication Standards

Hello Team,

As we continue to collaborate and grow, I’ve noticed that some of our internal emails could benefit from a more professional and efficient approach. Email is a reflection of our department’s culture and values, and our communication must reflect clarity, respect, and purpose.

Starting this week, we’ll be implementing a few updated standards to help us communicate more effectively:

    Email Best Practices

• Use clear and relevant subject lines to help recipients understand the purpose at a glance.
• Open with a professional greeting and close with a courteous sign-off.
• Keep messages focused and concise, avoiding unnecessary details or vague language.
• Proofread before sending to ensure accuracy and professionalism.
• Maintain a constructive and respectful tone, especially when addressing challenges or giving feedback.

    Proper Use of Cc and Bcc

• Cc (Carbon Copy) should be used to keep others informed who are not the primary recipients. These individuals are not expected to respond, but should be aware of the message.
• Bcc (Blind Carbon Copy) is appropriate when emailing large groups to protect privacy or when recipients don’t need to see each other’s addresses. Avoid using Bcc to conceal communication; it can lead to misunderstandings.

Let’s work together to ensure our email communication reflects our professionalism and teamwork effectively. If you have any questions or suggestions, please don't hesitate to reach out.

Kind regards,
Jeanfred Perez
Department Manager
jperez@company.com