Email is the primary means of communication between professionals today. Still, many young workers don't think it's essential!
Effective email etiquette training can significantly impact a person's early career. This is true for students reaching out to professors, interns talking to managers, and junior employees working together with teams.
Being good at email isn't a nice-to-have; it's a must-have.
Cost of Bad Email Skills
Studies have shown that bad communication at work can lead to major problems. Email Tool Tester found that people spend an average of 3.2 hours a week trying to figure out what someone is saying when they aren't being clear. Of those people, 47.7% stated that overly long emails were the biggest problem.
Another study reveals that poor communication can cost companies more than 18% of their annual revenue, which amounts to over $10,600 per U.S. worker.
For interns and new workers, emails that aren't clear or aren't professional can cause:
- Misunderstanding of tasks or confusion
- Late deadlines or longer project timescales
- Early in their work, which hurts their credibility.
Why Is Email Etiquette Training Important?
Email performs various functions, including maintaining business relationships, documenting decisions, and managing tasks. TrainSMART states that American workers spend approximately three hours a day writing and reading emails.
Early learning of professional email etiquette helps students:
- Make things clear and trustworthy.
Using correct grammar, tone, and style shows that you are reliable and skilled.
- Boost productivity
Short subject lines and bullet points help keep your email concise, making it easier to respond.
- Cut down on stress and confusion.
Professionals expect responses within 24 hours. Communication that is late or not clear can cause stress and disagreements.
Real-World Pitfalls and How to Avoid Them?
Surprisingly, many people make these email mistakes:
- Emails with vague subject lines are easy to miss.
- Bad tone—emojis, slang, and casual sign-offs are seen as rude by 67% of pros
- Responding too slowly, which annoys stakeholders and slows down work.
Here's an email etiquette example:
"Hey, do you have that document? Need right now."
"Hello Maya
Could I get the project paper by the end of the day?
Thank you!"
The second one follows email etiquette rules, which include being polite, clear, and using the right format.
How to Use Email Properly at Work: A Differentiator
People often judge interns and new employees by how well they talk to others. Emails that don't have greetings, proper grammar, or the right tone come across as quickly unprofessional. Young professionals who send well-written, polite emails stand out, just like people who learned proper manners, as children who were taught these skills scored better on tests of competence and professionalism.
Clear email contact also helps teams work together. A study from Queen's University found that 75% of employers place a high value on teamwork. However, 39% of people believe that collaboration is insufficient due to poor communication.
Having email writing skills is crucial for new students and workers, as it fosters trust, reduces conflict, and enhances teamwork.
What We Can Learn from Academics?
Academic studies support the idea that training is beneficial. Undergraduates who received structured training in professional email etiquette experienced significant improvements in the quality of their emails. They followed the rules more consistently in new situations. Adopting these habits early on can lead to long-lasting ones at work.
Important Email Etiquette Rules for Writing Emails for the First Time
- Clear subject lines that summarize the material and the time frame
- Use business greetings, such as "Hello" or "Dear [Name]."
- Content that is concise and well-organized; avoid using long blocks of text.
- Use the right tone and stay away from slang, emojis, and all capital letters.
- Replies on time, ideally within 24 hours
- Closures and signs that are polite, like "Thank you" and contact information
- Check your spelling, tone, and clarity when you proofread.
Why Early Training Is Better than Learning on the Job?
If you don't learn proper email etiquette in the workplace before starting to work, you may make the same mistakes repeatedly, which can negatively impact your first impression.
Learners who know when to use "reply all," how to avoid information overload, and how to write correctly, on the other hand, feel more confident from the start.
Structured instruction, such as an email writing course, provides videos, real-world examples, and targeted practice tailored to your specific situation. This teaches you business and professional email etiquette.
In conclusion
Early adoption of email etiquette training is not only convenient for students, interns, and juniors but also prudent. Knowing and using the right tone, structure, and timing in emails helps people trust you, understand what you're saying, and advance your job. As global contact increasingly moves online, these skills are becoming increasingly essential.
As you start your career, ask yourself: Are you ready to learn the email writing skills that will make you stand out from the start?
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