Office Email Best Practices
Professional emails within and outside of an office typically takes place through emails. It is only under certain circumstances that exceptions are made and employees are allowed to have a face-to-face communication with the employer.
There are certain rules and standards that need to be met while writing office emails in order to make them more effective.
While conveying these rules to the employees through an email, start-off by mentioning elaborating the subject matter in the first paragraph.
In the second paragraph, inform the employees that the new rules should be followed by everyone and then list down the rules.
In the final paragraph, remind the office employees that the changes are effective immediately and that anyone found of violating the new rules with have to face strict action.
Instructions
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Sample of an Office Email Best Practices
To: marketingdepartment@homesolutions.com
Subject: Changes in rules for exchange of emails
Dear All,
Hope you are all well.
This mail is to inform you that some changes have made in the procedure for exchange of emails from one staff to another. The changes have been introduced in order to make the communication within the office more effective.
The changes in the procedures for exchange of emails between are given here-under:
1) All exchange of emails is to be kept on record.
2) Assistant HR should be kept in the loop while exchanging official emails so that the HR department has a record with them as well.
3) Use of derogatory language in official communication should be strictly avoided.
4) Exchange of emails between supervisor or employer and employees should be kept confidential.
The changes in the procedure for exchange of official emails have been brought into force with immediate effect. Violation of the new rules will not be tolerated and a strict action would be taken against them.
In case of any confusion, feel free to contact us.
Yours Sincerely,
Brandon Hales
Head of HR Department
Home Solutions Pvt. Ltd.
brandonhales@homesolutions.com -
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Template of an Office Email Best Practices
To: [Email Address of Recipients/Department]
Subject: [Write Subject Matter]
Dear All,
This mail is to inform you that there are certain rules that you are required to follow while exchanging official emails. These changes are being introduced to make the communication among office staff and employers more effective.
The rules that you are expected to follow while exchanging official emails from today are stated here-under:
1) Use of derogatory language of any kind in official emails should be strictly avoided.
2) Emails between an employee and management are strictly confidential and should be kept that way.
3) Official email account should not be used to share jokes and non-work related material.
4) Sexual harassment through email should be strictly avoided.
The aforementioned rules have been brought into force from immediate effect. Any kind of violation of these rules will result in a strict action against the violator.
In case of any confusion, you may contact us.
Yours sincerely,
[Your Name]
{Your Designation]
[Your Department]
[Your Official Email Address]
