电子邮件_外文翻译

Email Etiquette at Work

Email is an essential pillar of communication in today's workplace but not everyone knows how to use it well.

Since emails are not as formal as letters, experts say that many employees don't pay attention to the tone and composition of work-related email. But that can hurt professional credibility.

Your emails make an impression on your managers, colleagues, clients, and on possible recruiters. Sloppy emails may show that you are not disciplined and risk causing misunderstanding among colleagues. A poorly-written email along with a job application can damage your chances of landing the job.

So, next time you write an email, here are some rules of thumb to keep in mind:

1. Writing style: 'Most youngsters tend to bring the informality of SMS into emails,' says Venkataramana B., chief people officer of the India unit of retail firm Landmark Group. That's a no-no for work emails.

Follow the rules of grammar and punctuation when composing your email. Avoid slang, acronyms and short forms like 'u' instead of 'you'.

Don't send emails without a spell check. Avoid exclamation marks, as that may seem immature. Avoid writing in capital letters, since in writing this can be interpreted as the equivalent of shouting.

Ideally keep emoticons like ':)' out of official emails. 'There are other avenues like Facebook and Twitter for these things,' says PrashantDeo Singh, head of human resources at Panasonic India Pvt.

You can always use your personal email for casual messages, says RunaMaitra, director of human resources at OSC Export Services Pvt., a provider of information technology and management services.

2. Composition: Given the flood of email we get daily, it's best to keep your emails short and to-the-point. Don't write 'sentences that tend to be never-ending' says Mr. Venkataramana. If you have to make a number of points, use bullets to cover all your points briefly.

If you are replying to a thread of email, consider deleting the older text in the body of your email, or summarizing it in a few lines.

It's a good idea to add a signature at the end of your email, which includes your phone number and other contact details. This would be particularly useful for emails sent to clients or recruiters, or other people outside your organization.

3. Subject line: The lack of a subject line or a vague subject like 'Hello' or 'I have a question' can be annoying to busy people. They also make it harder for the receiver to search for your email in their inbox.

Be specific in your subject line and mention if the matter is urgent. Instead of saying 'I have a question', say 'My holiday plans; not urgent'.

At the same time, don't make the subject line too long or detailed.

Also, don't start discussing a new topic under the same subject line.