11 Ways to Improve Your Email and Digital Communication Etiquette

Developing proper email and digital communication etiquette enables a person or brand to be professionally identified and convey messages strategically through their strategic reach.

11 ways to improve your email and digital communication etiquette

1. Ensure you use a professional email address that reflects your name and organization. According to SmarkMailApp, the most standard and recommended form of a professional email address is the firstname.lastname@domain.tld format.

2. Every email needs to have a subject line. Ensure the subject line is a brief overview of what the email entails. The subject line will help the recipient give priority to the email.

3. Salutations. Additionally, it would be best if you chose a greeting that can be professional or casual, depending on the recipient and the nature of your correspondence. A casual greeting is more often suitable. You’ll project confidence and provide a welcoming, laid-back atmosphere. i.e. Hey, Hi, Good (morning/afternoon)

4. Be clear and straight to the point: Avoid jargon and unnecessary explanation sentences in emails.

5. Respond Promptly to emails. Try to respond to emails and digital communications on time. Even if you need more time to provide a detailed response, acknowledge the message and let the sender know when they can expect a more comprehensive reply.

6. Proofread your email before clicking on the send button. Check for any errors or missing information. Pay attention to the recipients’ names and email addresses to ensure accuracy. Double-check the attachments too.

7. Be mindful of tone and language. Always maintain a professional and respectful manner in your emails. Be aware that tone can be easily misinterpreted in written communication, so choose your words carefully. Avoid using all capital letters, excessive exclamation marks, or overly casual language. Emails nowadays also give settings options to cancel an email before sending it to recheck the mistakes.

8. Avoid Emojis. Resist the use of a smiley face or an emoji to describe an emotion. Humor might be misinterpreted in an email. It is best to use explicit language.

9. Respect confidentiality and privacy. Avoid CC’ing confidential and private emails unless you have asked them for permission.

10. Use “Reply ALL” with caution- Consider whether everyone needs to see your response when replying to an email sent to a group of people. Use “Reply All” only when your reply is relevant to all recipients.

11. Shorten links; In need of adding a link or to an email, use tools like Bitly that allow you to shorten the link. Similarly, you can attach the link with a word or phrase describing it.

Remember, developing good email and digital communication etiquette takes practice. Following these guidelines can enhance your professional communication skills and build better relationships with colleagues and clients.

Here’s a must-read if you have ever wondered how to get ready to work leads or referrals from LinkedIn.

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