Email Etiquette (by Guest Blogger Tim Phillips)

Communication comes in many forms:  verbal communication, written communication and non-verbal communication.  Email is a form of written communication and requires the appropriate use of grammar, word choice, structure and punctuation.  In today’s world of texting, use of “apps” and social media sites such as Facebook and Snapchat, it may be easy to forget that an email is actually an official form of communication at The Ohio State University Wexner Medical Center.

 

When writing an email, the composer has a few things to consider.  The first and most important is the reason for the email.  This should be introduced in the subject-line.  The email should have a clear purpose and identify what is needed from the recipient.     It is important to be courteous of your recipient’s time. Emails should be concise.  However, the email should also be friendly, professional and show empathy.  Combining all of these components into a short email is not always easy and takes skill.   Here is an example of a good email that incorporates the aforementioned:

 

 

To:           Mary Doe

From:      John Smith

Subject:  Meeting Date Change

 

“Hi Mary–

 

I am unable to meet this Wednesday due to unforeseen schedule changes.  Would it be possible for us to meet on Thursday instead?  I hope this does not pose an inconvenience for you and I appreciate your help with our project”.

 

Thanks,

John Smith

Nurse Manager

15 West Doan

614-293-0001

 

The above email is professional, concise, courteous and shows empathy.  It quickly addresses what is needed from the recipient but is also pleasant.

 

Masters (2014) emphasizes using the “one thing rule” or keeping the email to one subject. This technique is actually more productive than trying to address several subjects within one message.  Additionally, the reader is reminded that emails are not a substitute for in-person meetings. Another item to consider is whether to hit “reply all” or to send an email to an entire department when it may not be necessary.   If a problem does not necessarily pertain to everyone on the “reply all” button, then the email should be sent only to those who are directly involved with the subject matter.  Receiving unnecessary emails can become overwhelming.

 

Additional hints to composing a well-written professional email include:  proofreading your email (with careful consideration of potential misunderstandings and tone), use proper grammar and avoid using slang, use classic fonts such as Arial, Calibri or Times Roman and add the email address after the email is written so you do not accidentally send an incomplete email.   Lastly, one should  remember that emails are notoriously easy to forward.  Do not write anything that could be considered hurtful or unprofessional.

 

Emails are useful, essential, time-saving and are one of our most valuable forms of written communication.  As an employee of OSUWMC, one should remember that emails should be professional, friendly, concise and courteous.  If you may have any additional questions in regards to writing a proper email, please contact Tim.

 

Reference:

Masters, D.  (2014). How to write clear and professional emails.  Retrieved from:   https://business.tutsplus.com/articles/how-to-write-clear-and-professional-emails–cms-20939