In a few short weeks many of us will be starting brand new internships and that amazing internship will likely come with an email address too. The right way to send email may seem obvious but there are little things that can trip you up. As an intern you have a requirement to always be professional and the multiple emails you will send every day are included in that requirement. Sure, the colorful emails from your sorority threads and the cute emoticons between you and your long-distance best friend are super fun but for work place email, there’s a little more to think about!
Do: Make one point per email.
Think about how many times a day you skim over long emails and remember that when you are typing out an email to someone!
So, keep it short and sweet ladies! If you find you have to write more than 4-5 sentences (and even that is pushing it!) then briefly explain the topic you’re getting in touch about and request a phone conversation. If they are in the same office as you, stop by their desk or office.
There are some situations where longer emails are fine (i.e. the person has asked you to communicate with them through email) but if you are asking a slew of questions or trying to explain a complicated situation then phone calls or personal interactions are likely your best bet for clarity.
Tip: Make sure the topic in your subject line is relevant and keep it to 1-3 words. Don’t reply to an email and keep the subject a topic that was discussed 2 weeks ago – you want to be searchable and accessible!
Do: Be mindful of your tone.
We all have our bad days. You’re tired, frustrated, dealing with life drama. It happens. Just don’t let your ‘tude and mood creep into your email tone. Sarcasm is not attractive or professional and more importantly, many times it is lost in translation and comes off rude.
If the person you are emailing is the reason for your bad day, take a step back and a deep breath, especially if they are your boss or co-worker. Draft an email and ask a separate party to read it – a friend, or a family member. Not an option? Then keep it as brief as possible and imagine what you would want to read if you were on the receiving end. Respect should trump other emotions in this situation.
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Don’t: Mix personal and professional email.
Work email should be used for only work related communication. Not only would it be super embarrassing to send a co-worker an email meant for your best friend (cue those emoticons) but it also makes you look unprofessional. Concentrating on the weekend plans can be done during your lunch break and preferably over your cell phone (in private) so that no mix up occurs.
If you do decide to put your work email on your cell phone (I always do), make sure you are careful what default email you’re using and you get rid of the signature on the bottom – “Sent from my iPhone/Android/Blackberry,etc.” If you can, send all work emails from a computer or laptop. Mistakes are a lot easier to make on a cell phone because of pesky touch screens or tiny keys.
Tip: Even when you don’t think they are, someone is always watching. Keep this in mind when you choose to Gchat your friends all day. It can make a slow work day go by faster but if you are bored ask for more work or go above and beyond on the project you’ve been assigned to. We’re all guilty of a little extracurricular Gmail use – just don’t make it a 9-5 routine.
Don’t: Use email as your sole form of communication
There’s nothing more daunting than those first few phone calls as an intern. I’ve been there – we all have. But do it anyways! Email is convenient but it’s cold – it is nice to put a face and a voice to a name. Even better, stop by the desk of the person you have been working with and chat with them about your updates on a project and request their feedback.
It shows initiative and a supervisor or co-worker will be so much more appreciative of a phone or in-person discussion that could take 5 minutes than the 20 minutes it might take for them to decipher your long-winded email.
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Do: ALWAYS proofread.
I know, it seems so simple and obvious but trust me, email typos happen more than you think. They can be easily avoided and it’ll save you the awkward follow up email correcting your mistake.
If it is a longer email or it is for your boss or someone important to the company, then type it up and skim it once for corrections. Then, take a few minutes break to go to the bathroom, get some coffee or stretch your legs. When you come back, that is when you should do the serious proofreading. That little bit of space you took will make a huge difference when you re-read. If it is a shorter email, there is no excuse. It is just a couple of extra minutes to fix your spelling and sentence construction!
Tip: Use proper grammar and punctuation. Capitalize “I,” use periods, you know the whole deal. Also, a greeting and a signature are a must – always. Even if it is just “hi” and “thanks” at the end followed by your name. Just remember, you always want to make a good impression, and how you communicate, especially when using email, is a large part of that!
Do you have any tips for good email use? Tweet at us at @HerCampusJHU!
Sources:
http://www.nytimes.com/2012/04/21/your-money/what-to-think-about-before-you-hit-send.html?pagewanted=all
http://www.ecreativeim.com/blog/2011/03/email-campaign-frequency/