As Vinpro ambassadors we are required to maintain professionalism at all times. Believe it or not, this even applies behind the screens.
Get the basics right
There are some unspoken, but very important rules for when interacting with colleagues and especially external clients via email. These rules are put in place to ensure clearer and more efficient communication, and contribute to the way in which we are perceived as an organisation . Just because we have been working from home more frequently, does not mean we should forget our email etiquette at home.
Here are 10 best practices for email etiquette:
- Font does matter
While we have individual preferences, some fonts are a no-go. Comic Sans MS is an absolute no. Rather opt for something standard and professional like Arial or Helvetica.
- Stick to the subject
Always describe what the email is about in a few words to give the recipient a clear indication and to help you keep track of communication in the future.
- Introductions
Remember this is the first thing the recipient reads. Your greeting can be formal or informal depending on the context. Always include the recipient’s name and use Good morning [John] or Good afternoon [John] by introduction. Avoid ‘Hey’, ‘Greetings’ or ‘Hello’.
- Be concise
Use the KISS principle (Keep It Simple Stupid). Keep business emails brief, while conveying important information and a clear call to action if applicable. Leave the emoji’s for personal emails and WhatsApp’s.
- Bulk = BCC
If you’re sending out a bulk email, remember to add recipients in the BCC section, so that all addresses are protected from being viewed by other recipients. This will also help you to comply with the new POPIA act.
- Spell check is your best friend
E-mails with spelling mistakes or grammatical errors can be frustrating to colleagues or external clients. It could even imply that you’re lazy and definitely doesn’t bode well for Vinpro’s brand. Take time to re-read your emails and use spell check before sending it.
- Respond promptly
As a rule of thumb, always aim to respond within 24 hours. Even if it’s just to acknowledge receipt of the email. People dislike being ignored.
- Greetings matter too
Sending an email without a greeting at the end is equivalent to putting the phone down in someone’s ear. Be sure to end off your email in a professional manner. Avoid using colloquialisms such as ‘Cheers’, “Bye” or ‘xoxo’ when ending emails. Rather use ‘Regards’ or ‘Kind Regards’.
- Out-of-office is key
These messages are commonly used when people go on leave, or are otherwise engaged for an extended period of time. It’s important because it manages the sender’s expectations in terms of when they could expect a response, and informs colleagues or external clients whom to contact for urgent requests. When writing one, keep it short.
- Leave your mark
Always include an email signature. The recipient will want to know who you are. Plus, we’re all proud to work for Vinpro. So, include your signature with your full name, job title, company name, and phone number.
There are many ways to write an email and each employee has a different style. But it all comes down to professionalism in the workplace and being true Vinpro ambassadors.
