Email Etiquette - What are your thoughts?

Most of us are used to sending emails, especially for work. However, all of us have different writing styles when it comes to writing an email. Hence, I wondered about people's thoughts towards certain styles/formats. Out of curiosity, I posted a few polls on my Instagram on email-related questions. Here are the questions and responses.

1. Is it alright to use :) (smiley faces) for official emails?

55% - Yes, 45% - No

I disagree with using smiley faces or emojis. I don't think that it is professional. However, I can see the point of view of some users using smiley faces in emails. It does change the tone of the message slightly. A well-placed emoji can help to defuse stressful situations and show empathy. For example, "It's fine." vs " It's fine. :)". Somehow, the latter message makes you feel better, right?

I use emojis sparingly, only with colleagues or clients who I know very well. In such a context, some formality can be reduced. However, it is good to observe the culture of your workplace and clients' writing styles. If they prefer traditional methods of communication, don't use emojis! You may come across as immature or unprofessional.

2. Do you use short-form/abbreviation or the full version of the word or phrase in emails?

10% - Short Form, 90% - Full version of the text

I belong to the minority. Even until now, I use abbreviations when I write emails. I tend to use abbreviations for phrases like "For your information, please" (FYIP), "e.g." (for example). These abbreviations are used regularly in emails. Hence, I do think it's ok to use them.

However, I do not agree with using the short forms for words like "please", "thank you", "regards" in emails. I am not convinced when I read such sentences. For example, "pls look into the matter." vs "Please look into the matter." The latter seems to be more professional (and serious). Worst still, when a person used "tq" as a replacement for "thank you." Unless the person is your friend, then yes, it's reasonable to use "tq".

Again, it is good to understand the culture and context before you decide to use such abbreviations.

3. Imagine this scenario - your team is kept in the loop for this project. Would you need your boss or colleague to send you an email to follow up on it, or would you take your initiative because you know very well that that's your job?

20% - Let me know that I need to follow up, 80% - I will do the work without you informing me.

I had worked with different supervisors, and each has its own way of managing the projects. Some prefer to follow up with an email to inform you to follow up, while some don't. Honestly, there is nothing wrong with either situation. However, one of my friends mentioned that if there's ambiguity in the roles, she would prefer that the boss or colleague "arrows" a person to take charge. For projects that fall within her scope, she will do the work without anyone telling her. This is understandable.

Of course, there is another school of thought. Some simply need clear directions. If you did not state their name in the email or inform them to follow up, they would not do the work because they don't know that they have to play their part. Yes, there are such people in the real world.

Personally, I think it's better to be proactive in your work. Also, it's good to be independent too. Do what you need to do without anyone telling you.

In conclusion, understand the culture of the organisation, and be proactive at work! Observe and learn! What do you think? Feel free to share your thoughts with me.

x, Esther