Why learning Email Etiquette is Necessary in the first Place?
Most of the exchanges of information and data are done over the Email. Unless you have an audit of manual accounting system you have to communicate over the email. As with the personal communications having communications over email doesn’t absolve you from your duty of being humble and polite over your email exchanges.
Let’s begin with few types of Email Programme you will face. The most popular email clients are Gmail, Outlook, Yahoo, etc. There’s a great chance that you are using one of them right now. If you get to work in any outsized firm then you will have to deal with the proprietary email programmes that are internally maintained and run by the company for security considerations.
In this post, we will discuss mostly the generic issues to be addressed while composing our email. Since this is the first time you are composing the professional email as a CA Article. It is better to proactively learn few handy tips and tricks in order to make that “First Impression” that everyone strives. Avoid those oops and panic later on. This goes without saying its better be safe than sorry.
- Check the Recipient
This is very important as you should always double check the Recipient of email you sent is the intended one. Apart from the embarrassment, there might be dire consequence depending on the sensitivity of email. As a CA Article, you will come across very sensitive email exchanges, It’s your duty to maintain Confidentiality. Being Said that Let’s see how to manage your recipient.
Every email has 3 Field for the recipient
To: Use this to send email on one to one basis.
CC: It stands for Carbon Copy. Include those whom you want to send the exact message to them. Example. When you visit a new client and have to email high-level Query to management. In this case, you should CC your CA in the cc line.
BCC: It stands for Blind Carbon Copy. Use this Field whenever you want to send the same email to two recipients, But don’t want either of them to find out another recipient. Example when you send a query to the management you also want to send the same email to your colleague on the same assignment. In this case, sending including management and your colleague in BCC won’t let either of them to find out another recipient.
- Email Salutations
Know whom you are sending the email. Using inappropriate salutation might reflect badly on you. Whenever you are having conversation always skew towards the more Formal Approach. Using “Dear” never hurts.
- Blank or No Subject Line
There’s a reason why you have a subject line in the first place. This helps the recipient sort out the priority of the email. Using an unclear or vague subject line may get filtered through the spam filter. Best Practices is to explain the email in less than 50 words or so. Your subject line should concisely explain your email.
- Using ALL CAPITAL LETTER IN THE SUBJECT LINE
It’s really tempting to go all caps in the subject line. But it is ill-advised and considered as Yelling at the people. It should be avoided.
- Be careful when replying
You have 2 option here:
Use Reply When you want to reply the recipient on one to one basis.
Replying All will send your reply to all the recipient of the email. Unless there is a good reason to do so Stay away from using this function. Exercise Caution.
Want to be taken seriously in the office. Avoid silly spelling mistakes and typos. Nobody expects you to be a savant. Just avoid making the mistakes that others can easily find out. That’s where Proofreading comes in. Just before you hit send Proofread your email first. It will highlight the mistakes you have made and correct those before sending.
- Personalize your email
One can easily get carried away and become too formal with their email. It might be off-putting. So to avoid this you must determine after few exchanges appropriateness of casual salutation Eg(Hi, Hey etc.) giving a personal touch to the communication.
- Set up Email Signature.
This feature is important and should be set up immediately if you haven’t already. This will help the recipient identify you. General rules are to include your [Name, Designation and the Name of the Firm]. Do not make it unnecessarily lengthy signature. It might be counterproductive.
- Instant ResponseWhenever you send out an email it will be due to urgent requirement of that information to you, Its normal to expect the Quick response. But the reality is they might be busy with their own schedule, resulting in significant delays. These delays are part of the audit and are to be expected.
- Be Concise
Your email should convey the message in direct a clear manner. Writing unnecessarily long and vague email won’t help your cause. Your email should clearly point out the problem you are stuck with and be able to get a reply from them easily.
- Check your email for Tone
You frame your messages in polite and orderly fashion. Keeping your email to the point and free from any judgmental overtones or undertones. Keeping your personal differences aside.
- Email Attachment
Whenever your email has any attachment it is advised that you Attach it and Point out this fact in the email itself. Dealing with the large attachment you should compress it or share the file over Google drive or any other way.[Note: Your company may not allow the files to be uploaded to the Online storages. Follow the procedure laid out by the company]
- Confidentiality of Email
The information in the emails is intended to be received by you. Hence it is your duty to maintain the confidentiality of that information. You could be prosecuted for mishandling of the sensitive information. You may have to sign Non-Disclosure Agreement for some audit assignment.
- Personal Email Vs Business Email
You should absolutely avoid using your Work email for your personal email As all your work emails are visible to the Management. Sharing inappropriate emails on work email could land you in the trouble.
Whenever you receive any response to your email don’t forget to appreciate and acknowledge their time and efforts and At least reply with a thank you.
If you have any Questions Do let us know in the comments below.