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Emails have become an almost integral part of our professional lives. It's is the most important tool of official communication almost globally. And like all other things, there are a few dos and don'ts for writing emails too.
Here we have listed 10 such 'don'ts', email habits that you shun ASAP.
1) Sending 'urgent' emails that aren't urgent"
Like the boy who cried wolf, if you abuse the urgent marker, it won't be long until no one will pay any attention to it," Rosemary Haefner, chief human-resources officer for CareerBuilder, tells Business Insider.
And when you finally do send a truly urgent email, no one will pay attention to that one, either, she says.
2) Putting words in ALL CAPS
ARE YOU YELLING?!?! Because that's what using all caps looks like.
Unless you want to give your email recipient a heart attack, turn your CAPS LOCK off. And while you're at it, ease off on all the exclamation points.
3) Being too casual
While the tone of your message should reflect your relationship with the recipient, Haefner says, too much informality will make you come across as unprofessional.
She advises being judicious in your use of exclamation points, emoticons, colored text, fancy fonts, and SMS shorthand.
What's more, not everyone can quickly decode acronyms, Rosalinda Oropeza Randall, an etiquette and civility expert and the author of "Don't Burp in the Boardroom," tells Business Insider.
"Be especially mindful if you work with people from different generations, have language barriers, or prefer a more traditional tone," she says.
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4) Replying all
"Email is not a party in the break room — it's a communication tool," Haefner says. "If you're responding to an email sent out to a group, be sure you are only hitting 'reply all' if your reply is truly necessary for everyone to receive."
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5) Cc'ing without approval
At the very least, sharing information that's not yours to share is annoying. It could also be a liability.
Whether you're cc'ing a client on an email where your boss said something about them or including a coworker on an email chain where another coworker shares personal information, "No one likes to have someone else decide to cc someone without being asked first," Randall says.
The best rule of thumb is to never assume it's OK to share an email with someone new to the conversation.
"I am not a big believer in blind copying people on emails," Oliver says. "When I have been bcc'd, the first thing I think is, 'If she is bcc'ing me on this, who else has she bcc'd on other emails?'"
Bcc'ing conveys distrust and secrecy, she says.
"If you need to forward an email to someone who technically should not be on the chain, cut and paste the email into a separate email for that person," Oliver suggests.
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7) Sending emails at 3 am
Oliver says that she's done it occasionally herself "because sometimes you wake up very early and you're feeling productive."
But she cautions that even in this 24/7 world, "most people look at the time stamp and hold it against you if it shows some crazy hour in the morning. At best, they think you're a workaholic who doesn't have a life. At worst, they think you're obsessive."
If inspiration strikes you at odd hours of the night, Oliver suggests writing the email, saving it in your drafts folder, and sending it during working hours.
8) Using a vague subject line
"It's me," "Hey," or "FYI" give the email recipient no indication of what you're emailing them about, and they're less likely to open your email as a result.
"None of these prompt immediate attention," Randall says. "A workplace email is best when it's clear and concise. Giving the recipient a clue can encourage them to read and reply quicker."
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9) Sending too many personal emailsJokes, touching stories, and motivational quotes sent on occasion could cheer up someone's day, Randall says, but they can quickly become tiresome.
"No matter how well-meaning you are, bombarding your coworkers' email on a daily basis can prompt them to auto-delete," she says.
10) Adding too many typos"Sent from my iPhone," is no excuse for sloppy emails.
While Oliver says one typo here and there is becoming more acceptable because everyone is sending emails from their phones, more than one per email is unprofessional.
If the email is important enough to send out while you're on the run, it's important enough to look over before you send it out.