Mastering Professional Etiquette: Email and Phone Communication Tips
Even with all the newer media available in today’s digital age, mastering the art of sending emails and handling phone calls is still essential. Whether you’re starting your job search, beginning your first office job, or reentering the workforce, this article has you covered. Here are some professional etiquette tips for a perfectly polished demeanor over email and the phone.
Professional Email Etiquette
Follow these key pointers to ensure your emails are on point:
1. Craft a Clear Subject Line
The subject line should succinctly convey the purpose of your email. A direct and informative subject line increases the likelihood of your email being opened and read promptly.
2. Start With a Personal Greeting
Initiate emails with a personalized greeting to establish a connection. Using the recipient’s name fosters a respectful and attentive tone.
3. Be Concise and to the Point
Long emails often lose the reader’s attention. Keep your message brief and focused. Break text up into short paragraphs to improve readability and ensure your main points stand out.
4. Use Professional Language
Even in less formal settings, maintain a professional tone. Avoid slang, overly casual language, and emoticons that might undermine the professional quality of your communication.
5. Proofread Before Sending
Errors can detract from the message’s professionalism. Take an extra moment to review your email for typos, grammatical errors, and appropriate tone.
Professional Telephone Etiquette
Practice the following to keep your calls ringing with professionalism:
1. Answer Professionally
Greet callers with your name, your organization, and a polite inquiry about how you can assist them. This not only sounds professional but also directs the conversation efficiently from the start.
2. Be Mindful of Your Tone
Since your voice is the only tool you have to convey professionalism over the phone, be conscious of your tone. Speak clearly and maintain a calm, friendly tone to make a positive impression.
3. Listen Actively
Make sure to listen carefully to the caller, acknowledge their queries or concerns, and respond appropriately. Active listening is crucial to effective telephone communication.
4. Keep a Notepad Handy
Taking notes during calls can prevent miscommunication and remind you to follow up on any needed next steps discussed during the conversation.
5. Conclude Calls Courteously
End the call on a positive note, summarizing the key points discussed and any next steps agreed upon. Always thank the caller, let them know you’ll be in touch, or wish them a good day as appropriate to reinforce a positive, professional relationship.
Master Professional Etiquette With On Point for College
On Point for College helps traditional and nontraditional students in the Central New York region overcome the barriers to higher education and careers. We support our students from application through graduation and beyond, empowering them to fulfill their dreams and achieve their potential, which ultimately benefits both individuals and our community.
Our Career Services team provides a range of services designed to help On Point students and graduates find career guidance and employment that align with their skills and education. Join us to get help with your internship, job search, or career journey and master all things related to professional etiquette.
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