How to Create an Interoffice Email on the Etiquette of E-Mailing
- 1). Check your company's email etiquette policies. To ensure everyone is up to date on your company's expectations, it is imperative that your email follow all company guidelines. This email can also serve as a model for other employees' future emails.
- 2). Include an appropriate subject line. The subject line notifies recipients of the reason for the email and makes it simple to find the email later.
- 3). Use the carbon copy (CC) function sparingly. There are few things at work that are more frustrating than getting several emails needlessly. Only email those people who need to receive that information and include them in the "To" field.
- 4). Address your colleagues in a friendly but concise manner. Don't make it seem like someone has made a mistake and you are publicly singling them out. A good start could sound something like, "Colleagues: The time has come to refresh everyone on proper email etiquette."
- 5). Use bullet points for each section of your email. These sections can include but are not limited to being concise, spelling, grammar, addressing new or existing clients, tone of the email or any other sections that your company expects its employees to follow. This separation makes it easier for readers to follow the email and what is expected of them when writing their own emails. Keep the rules concise and simple to follow. You are setting an example with your email about email etiquette, so be sure you follow your own rules.
- 6). Avoid sarcasm and jokes. Tone of voice is missing in email so readers are more likely to be offended or infer that you were being serious.
- 7). Close the email by allowing recipients to ask you any questions they may have. Keeping an open line of communication is paramount for keeping an office running smoothly.