/

Writing Professional Emails: Part 7 – Replying Etiquette and Features

6 mins read

This article is written to provide you with a high-level understanding of replying etiquette and features when crafting emails.

As previously mentioned in this series, how you write an email is an extension of your personal brand. This awareness should also be considered when replying to an email. In the 7th part of this series, we are going to discuss Replying Etiquette and Replying Features.

Replying Etiquette

One common mistake when replying to an email is using one worded answers such as “Ok,” “Fine,” or “Absolutely.” We suggest refraining from these types of responses as they can come off as rude, disrespectful, or not providing the recipient(s) with the details they may need in instances when they are requesting an action.

When responding to an email, you will always want to ensure you have a greeting before your response and a final statement afterwards. For example:

 

Doing this, your reply will read in a positive, respectful tone and ensures that the recipient is given more information than a static, one word answer such as “Yes” to their inquiry.

When you receive an email, the courteous thing to do is acknowledge the sender upon reception of the email.

This lets the sender know that you received their message, and if you do not have time at the moment to provide them with the information or details they are looking for, that you will get back to them as soon as you can. By replying to emails when you receive them, you are showing your respect to the sender.

When it comes to replying or response-time etiquette, give the recipient(s) a reasonable amount of time to respond. Typically 24 hours will give the recipient(s) sufficient time to reply. If you need an answer quicker than that, you can always indicate the urgency in the subject line or main body of the message, call them, or simply pay them an in-person visit.

If you have yet to receive a reply 24 hours after sending the original message, it is appropriate to send a follow-up email. This ensures that the recipient has received the message, as there are instances where it might have been missed due to an influx of emails or they were busy and forgot to respond. We recommend showing consideration towards others’ time.

If you have yet to receive a reply 24 hours after sending the original message, it is appropriate to send a follow-up email. This ensures that the recipient has received the message, as there are instances where it might have been missed due to an influx of emails or they were busy and forgot to respond. We recommend showing consideration towards others’ time.

Another email reply faux pas is sending replies outside of regular business hours (8am – 5pm) or when you know someone is on vacation. When you send or reply to an email that is not within regular business hours or when you know someone is on vacation, you are not being courteous and respectful towards the recipient’s time away from the office. Now, you are not always going to know if someone is on vacation, but if they are, try reaching out to someone else or wait until they return back to work.

Replying Features

When it comes to replying to an email thread that has multiple people, it is important to refrain from using the “reply all” feature unless everyone involved is required to see your response (i.e. working on a project together). When you use this feature, you (or others) may begin cluttering the inboxes of those who were included in the original message. When the reply all feature is overused, people will begin ignoring messages, which is something that you may want to consider steering away from just in case you have pertinent information for others to read.

The impression you give through the writing of your email sets the tone for how the message will be perceived. The subject, email message, and signature are crucial to ensure the message is communicated in a professional manner. Remember that communicating through email is remote and non-audible, meaning the recipient(s) are unable to hear your tone or see your body language in order to help them decipher the message. Keep it short and simple, and most importantly, stick with the facts to help the recipient(s) stay focused on the topic.

Download this resource Writing Professional Emails Part 7 – Replying Etiquette and Features.

click to enlarge

Visit our Resource Library for all available downloads.

If you require assistance with any of the guides, forms or templates, please contact a BIG representative.

Latest from Featured Posts

Login / Logout

Previous
Next
Previous
Next

Do You Want to Learn More About Membership? Click Here

Do You Want to Learn More About Membership? Click Here

How Can We Help?

Please Call or Write: 1.833.441.2442 support@bigcorplife.com