Even if you have been using email for quite some time, you’ll be amazed at how much of if you’re getting wrong.

Everyone sends and receives tons of emails but not everyone uses it properly. Even those who have been using email for quite some time will be amazed at how bad their email etiquette really is.

Not knowing what you're doing wrong is scary because your email habits speak volumes about who you are and what kind of employee you’ll be. The receiver of your email is left with an impression of your character and abilities before even looking at your skills and qualifications.

An email speaks louder than you know

Your email habits will immediately let the receiver know whether you:

• are professional or unprofessional

• are able to pay attention to detail

• are able to articulate yourself well

• care about your and your employer's image

• will be a good ambassador for the company

• should be hired, promoted or capable of being entrusted with more responsibilities

Read: How to appear more intelligent at your desk

Your reputation can benefit from, or suffer because of your email habits. Disorganised and scattered email riddled with errors will paint a picture of you as an unreliable, disorganised, and careless person.  You will not get hired, you won’t get promoted, and you won’t win over the client. On the other hand, a well-thought out, neatly displayed, and useful email message will allow others to admire your professionalism. 

What makes an email terribly bad?

Unlike Whatsapp and Facebook chats, every email addressed to a recruiter, colleague or client needs to be well-written and professional. Therefore, you should:

• avoid marking the email as urgent (unless you can't call AND require an immediate response)

• avoid spelling errors and typos

• avoid sending chain messages, jokes, and other non-work related messages

• avoid using a coloured background or any other fancy themes

• avoid using fancy or colourful fonts

• never forget to add your attachment (especially if your body promises an attachment)

• not overuse exclamation points

Read: 10 strange habits people in Cape Town picked up after getting an office job

• not use slang, SMS-language, emoticons, or unnecessary jargon

• not use ALL CAPS

• not hit ‘reply all’ when it’s only necessary to respond to one individual

What are good email habits?

If you wish to be taken seriously, your emails will be well written and professional. This is attainable if you:

• start with a polite greeting

• end politely with your name

• ensure your subject line contains keywords and summarises the purpose of the message appropriately

• use separate paragraphs to introduce your different points

• reply within 24 hours to acknowledge that you’ve received and read the email

• set up your out-of-office feature when you won’t have access to your email account for longer than 24 hours

• add a personalised signature that contains your phone number, job title and company name

• ensure your email address is Name.Surname@company.co.za

Others’ perception of you is very important if success is what you’re after. So instead of quickly hitting SEND, take your time to read through your message a few times.