8 Email Etiquette Tips - How to Write Better Emails at Work

Рет қаралды 1,518,852

Күн бұрын

Learning the unspoken rules for writing professional emails can improve how competent you appear in the eyes of colleagues.
00:00 Why bother with email etiquette?
01:19 Include CTA in subject line
02:13 One email thread per topic
02:48 Manage recipients
03:27 Start with the main point
04:30 Summarize in your reply
05:10 Hyperlink whenever possible
05:38 Change default setting to "Reply" (not "Reply all")
06:06 Change undo send options
In this HBR collaboration with KZfaq creator Jeff Su ( / jeffsu , you'll learn how to better organize your communications and avoid a lot of rookie mistakes that can lead to embarrassment or worse.
Follow us:
hbr.org/
/ harvard-business-review
/ hbr
/ harvardbiz
/ harvard_business_review
Sign up for Newsletters: hbr.org/email-newsletters
#HarvardBusinessReview #Email #Etiquette

Пікірлер: 905

@trinitygao3418 3 жыл бұрын

That 30-second undo Gmail rule simply saved my life!

@Jeff-yq6qr 2 жыл бұрын

Talk about being less stressed about being cautious not to hit send accidentally! Love it.

@tural.ahmatov 2 жыл бұрын

I just always send scheduled mails. Gives me time to review before sent + looks cool to send precisely at 9.00 or 10.30 :)

@techaddictdude 2 жыл бұрын

Why did you accidentally send nudes to someone?

@DukeAshvin Жыл бұрын

Even for me too - Gmail Undo Sent !

@laikathy9943 23 күн бұрын

Oh Your message makes me really want to try 😀

@osedanielusifoh340 3 жыл бұрын

Beginning with the action required, then adding context at the end of an email is a new one for me, and makes so much sense.

@nargiskhatun43 2 жыл бұрын

What do you think about AI email or article copywrite tools? I think it can escalate your work time. If you are interested let me know.

@xPentag0n 2 жыл бұрын

You can look up the Pyramid Principles the book describes detailed how to write specific texts

@jainamshah4819 2 жыл бұрын

Absolutely True 👍

@ayushtyagi8291 Жыл бұрын

Same here. Totally agree.

@GB-TX Жыл бұрын

Shockingly excellent - so accurate!

@jihancessar7156 2 жыл бұрын

"Summarize in your reply" is my favorite one. It makes you a bit organized and professional.

@sirena7116 2 жыл бұрын

Not only that, but it impresses the recipient because you read their email in detail.

@jenkinsj9224 Жыл бұрын

@@sirena7116 But if the recipient happens to a boomer boss, he would think you are an a$$hole and would ask why the *uck you sent me back the same mail😂

@roxanne_george 10 ай бұрын

Yes, I did this a few times too in the past and was surprised how well it was received.

@setionos Жыл бұрын

1. Include CTA in subject line 2. One email thread per topic 3. Recipient management 4. Start with main point first, then context 5. Summarise in your reply 6. Hyperlink whenever possible 7. Change default setting to reply (not reply all) 8. Change undo send option to 30 seconds

@yourlinuxguy 2 ай бұрын

I didn't understand the 7th one.

@JeffSu 3 жыл бұрын

Thanks for having me HBR 😁

@phoebeq6331 3 жыл бұрын

As your fan from the beginning, seeing u partner with HBR makes me feel so prooooud!

@JeffSu 3 жыл бұрын

@@phoebeq6331 thanks Phoebe!

@prakharaug 2 жыл бұрын

Thanks Jeff for the awesome content 😍

@ankitasaxena5891 2 жыл бұрын

Hyperlink suggestion was awesome. Wished I had seen this earlier. You gained one subscriber today 🎉

@JeffSu 2 жыл бұрын

@@ankitasaxena5891 awesome! Glad to hear it Ankita 😁

@samantharouth7229 2 жыл бұрын

I am a wordy writer in emails, but the call to action first and then context, along with the main info on the email header is my big take aways! Thank you so much for the great tips and tricks. Great learning expereince!!

@stacysimmons6042 2 жыл бұрын

Samantha, this made me chuckle: "I am a wordy writer in emails..." the use of 7 words to describe yourself as wordy. CLASSIC. We both hold tickets to the same show! Be well =)

@andrewasonibare Жыл бұрын

@@stacysimmons6042 I refuse to raise my hand in this room. lol. I even started to just be quiet in WhatsApp group chats and all because I just tend to be verbose. I see a great angle and I want everyone to just see it in technicolor as I do. While I have some raving fans of my clarity of thinking and presentation, apparently, not everyone gives a hoot. Am I doing it again? Oh well... Hi, I'm Andrew and I'm a verbaholic :)

@andrewasonibare Жыл бұрын

@Samantha Routh :) Great learning experience!! CONTEXT: I am a wordy writer in emails, but the call to action first and then context, along with the main info on the email header is my big take away! Thank you so much for the great tips and tricks.

@achieving.excellence 3 жыл бұрын

Considering the volume of emails we read on a daily basis - this type of email etiquette would save so much time and effort if emails are structured in this way. Thank you!

@pavithren 2 жыл бұрын

The most useful takeaways for me. The tip about prioritizing the action items and moving context to later part of the email + CTA In subject. Thanks Jeff and HBR!

@alabatavictor74 Жыл бұрын

FOR MORE DETAILS OF THE VIDEO zeep.ly/iXCI6

@ninjamiann 2 жыл бұрын

I usually just schedule send of +3mins so I can have a longer "undo send" because murphy's law in the workplace is very real

@sssbhati 2 жыл бұрын

Totally relatable.!!

@cinnamon5187 2 жыл бұрын

How do you do that in Gmail? It only gives you a Max of 30s?

@omkarrajebhosale4153 2 жыл бұрын

@@cinnamon5187 schedule send

@sigma_z 2 жыл бұрын

As a Principle Architect, I have mine is set to +365 days.

@kirstyann 2 жыл бұрын

Amazing!!! Going to totally do that

@runwaychick7 2 жыл бұрын

I really like the addressing the main concern and THEN adding context!

@Matt-ic9dt 9 күн бұрын

Love the tip about summarizing lengthy or confusing emails to ensure you're aligned with the sender!

@alexk8903 3 жыл бұрын

What I really appreciate is when coworkers have an appropriate signature block with all contact information and titles. Especially in lengthy chain emails.

@Wyfind 2 жыл бұрын

My biggest tip: Add line breaks and consider bolding. It takes a lot of time to treasure hunt through one large block of text

@noumaan 2 жыл бұрын

As a remote team, we mostly use Slack. Some of the email etiquettes apply to Slack too. Would be nice to have a separate video on Slack etiquettes.

@JonathanBaillieStrong Жыл бұрын

THIS!!!!

@houdasbaa4368 5 ай бұрын

Yes we use Teams , and this could be helpful to us! Thank you so much for all your advice!

@saronighosh25 3 жыл бұрын

Love the 30sec undo rule, calling out the action required upfront followed by the context and the idea of adding a specific CTA (beyond just action required) in the subject title. Thanks Jeff for these actionable tips.

@JeanJohn 2 жыл бұрын

Tip 2 is my favourite, been using it since I started my first job. It keeps everything organised in my mail box and I can easily find previous mails. I recently talked to my team about it because they preferred sending multiple mails on a single topic. I also like tip 6 - hyperlinks, ever since I discovered CTRL+K, I bade goodbye to long links in my mails. Thank you for sharing Jeff, I didn’t know about tip 8 on Gmail.

@geoffscott5066 3 жыл бұрын

I thought I knew how to write businesss email until now. I will apply most of these tips from now on. Thank you!

@caedengoering 3 жыл бұрын

This is LEGIT. Thanks for the info. I’ve done the generic action required, but I love the specified tip. I also love the explanation of new member/removal of members, as well as giving the request up front, and context second.

@GB-TX Жыл бұрын

I almost rolled my eyes at this email, thinking I didn't need to listen because I'm a solid email-writer.... but this man just blew my mind! I'm humbled! Great advice across the board. They seem so simple and obvious and yet, rarely do people use these tips. But boy would I appreciate/and be more responsive if they did!

@geasaw 3 жыл бұрын

Very helpful tips. Changing default reply to SENDER instead of REPLY TO ALL was useful for me. Also changing the UNDO SEND OPTION to 30 s was great help, avoiding lot of embarrassment and improving clarity. Thanks a ton .. 🙂

@uero-ro 2 жыл бұрын

I appreciate how this video about how communicate well via email was communicated to us well with a clearly structured video formatted with introductory overview and segmented sections with timestamps.

@ksmith1964 2 жыл бұрын

Ikr? It's Excellence on so many levels! ☺️☺️☺️

@AD-hb6zl 2 жыл бұрын

That undo setting to 30 sec. is a life-saver! Thanks HBR and Jeff!

@natalieyuen7719 3 жыл бұрын

Love the partnership with HBR!! And I will vote for "Summarize in the reply" with your video link shared 🤣🤣🤣

@ijaen 2 жыл бұрын

For complex emails I have trained my teams in the past on this: every complex email that needs a clear outcome needs: WHAT needs to be done. WHO is responsible of doing it. WHY it needs to be done, for context or training for new starters. WHEN or deadlines and sometimes HOW the task needs to be done to meet expectations. Emails don’t need to be long, need to be clear. A very long email should be a memo.

@alabatavictor74 Жыл бұрын

FOR MORE DETAILS OF THE VIDEO zeep.ly/iXCI6

@AliHassan-bn4ri 2 жыл бұрын

Awesome video. My favourite part is the importance of providing main point or raising a core question first and providing the context later. This truly gives reader the opportunity to continue reading or not.

@derekroh4785 2 жыл бұрын

Linking the setting, and have 30 seconds to change the e-mail were my favorites. thank you.

@999nico 3 жыл бұрын

The "Context" Part is great!

@tamphan5910 3 жыл бұрын

I also agree 👌

@999nico 3 жыл бұрын

@@tamphan5910 I have already used it in my emails today!

@pandancake683 2 жыл бұрын

Those examples were gold. Loving the thought put into them!

@andywilliams1055 2 жыл бұрын

Apart from the great content, there are so many little things to admire in this video, such as the pop-up comments, transitions and little sound effects. Bravo and thank you 🙂

@bobbirowlett6728 Жыл бұрын

I think my favorite is to add a subject line with action item noted. Close second to that is noting people you add or remove from the thread and why. I tend to group my message as you stated, but the tips you offered will make it even better. Thank you!

@Jeff-yq6qr 2 жыл бұрын

I definitely like #4 the most and I've actually be thinking about doing this in my sales emails for quite some time. I haven't been sure if it's too uncomfortably straight forward or not, but It makes sense, though.. get to the "ask" first and then color it with context later. Even when I read emails, I automatically go to the bottom to see what the "ask" is, and then go back up to read the context.

@iemaj 2 жыл бұрын

The context part is very good . I'll definitely do that.

@yuntingtan5855 2 жыл бұрын

Dang! thank you!!! The last tip is my fav , but really, the two last tips were a lifesaver and the “action then context” helps me get confidence that I need to lean towards this style as I have been using both action-context and context-action. Thank YOU Jeff and HBR for this much needed content

@alexisabakasanga 2 жыл бұрын

I love how he smiles and pushes forward the information, very informative video!

@NBTJacklyn 2 жыл бұрын

This was awesome

@aeridgway 2 жыл бұрын

Top takeouts for me: 1. Distilling the key points of a complex email and answering them in point form, helping you and the recipient 2. Action first, context later. However (as with other points) this may not work so well across cultures. 3. Changing the 'undo' function to 30 seconds. I had no idea this was possible. Reducing follow-up correction emails also minimises inbox clog-ups. I place a lot of importance in good email etiquette, so I appreciate every opportunity to improve. Thank you, Jeff!

@w.w.sakbeh571 3 жыл бұрын

Congratulations on the HBR collaboration, Jeff!

@RickVigil-mh8wz 2 ай бұрын

I absolutely LOVE the tip to include the main point/ask first, then the context! I'll implement immediately, thank you! Such great info.

@AerielFerguson 2 жыл бұрын

I thought I had email etiquette covered....I too learned the hard way after making mistakes at my 1st job. To my defence I was 19 and didnt know emails were a big thing in the workplace. But that point abt putting the call to action upfront and then giving the context is something Im gonna adapt since Ive been the one to generally explain before I ask for something.

@JL-xo2ed 2 жыл бұрын

Good information, my #1 tip when speaking, do not say "to be honest with you" comes across as not always being honest. Instead use the statement, "to be upfront with you."

@LSF7 2 жыл бұрын

This just changed my daily conversation view. I'm gonna use this in personal communications as well.

@JoeySteveandtheboys 2 жыл бұрын

Saying "frankly" also works

@Maria-kg1nh 2 жыл бұрын

That is a good one. Thanks. I will have to use that! God bless!

@Leon_George 11 ай бұрын

You are Brilliant! I struggle with all these social etiquette things, and having someone lay it out for me, is so invaluable.

@mjoeuson 2 жыл бұрын

I’ve been so nervous about my new job, and I literally feel like your videos are saving my life lol THANK YOU!! God sent.

@maheshjanagan6769 3 жыл бұрын

Reading from the recipient perspective and finding an error is usual 😀😂 and your 30 sec undo tip will help 😉

@mahjowee20 2 жыл бұрын

Undo Send- extend the time to 30s 🤯 thank you! Overall, great content. Really helpful for email noobs like me

@hongngoctrinh677 2 жыл бұрын

I love the undo tips as we usually realize the mistakes after hitting the send button. Thank you so much for all these helpful tips!

@aslgoofy3889 2 жыл бұрын

I just found your channel! I love the undo to 30 seconds, and moving the action item to the top. From another video I watched, i liked the 1:1 meeting agenda/action items/notes feature. I actually have stopped your videos to make those changes and templates immediately! This info is invaluable! Thank you and I am sure my boss and employees thank you, too!

@No.ThatPrettyGirl 3 жыл бұрын

THANK YOU FOR THIS!!

@leeles Жыл бұрын

Thanks, Jeff, this is a very helpful summary. In many workplaces, there is little awareness and reflection on the e-mail habits and how to make this better for the whole team. I want to add that clear and open communication in the group is very important, so that it is clear to everyone, what ARE the expected etiquette and rules? It may differ from one company to the next, therefore we should always strive to speak about it explicitly and clarify this, so as to include everone in the current etiquette-framework.

@fernandocarrillomiranda504 Жыл бұрын

im going to make all my company employee’s watch this video before they start working for me. This helped me so much and, using this type of ettiquete makes everything way more clean and understandable. Communication is everything!!!

@camillecunningham7361 2 жыл бұрын

FEEDBACK: All Tips are new and important for me to implement. Thank you!!

@Gurumohan_EBC 2 жыл бұрын

Hi There, This content of yours was very informative and helpful, personally I always summarised the emails into action item and context of the email.

@lighthunter1980 2 жыл бұрын

Great video! I disagree with the single reply vs all option. I reply all in most cases and if I reply to one person then it's a conscious decision. It's super annoying if someone just hits reply and drops off everyone else just because they didn't have reply all as their default setting. I had a vendor contact who did this often and in addition, started new email threads on the same topic - super annoying.

@TheJosephSim 2 жыл бұрын

just started a new job - last week I was watching your CV tips - you're a lifesaver Jeff

@mahesh26sai Жыл бұрын

This video is a testament that I have been writing good emails all these days

@SISTARRRRR1 3 жыл бұрын

6:11 couldn't agree more lol. Btw, thank you for the tips, Jeff!

@juliusdaviesd 2 жыл бұрын

From my observation, this concept really works when you're writing to your supervisor / senior. Infact the entire video seems to lean in that direction. Problem with me is, as a subordinate if my Supervisor writes a mail to me in the above format,.. I perceive them to be too bossy and direct, without first making small talk :)

@alabatavictor74 Жыл бұрын

FOR MORE DETAILS OF THE VIDEO zeep.ly/iXCI6

@sanupdivakaran 4 ай бұрын

The last and the final one "Change undo send" is the one which I always looks as my preventive measure whenever I am dealing with professional emails and thus that is one of my fav ❤

@marietjiegeldenhuys4539 7 ай бұрын

Such sensible tips! The call to action in subject line and the "ask" first with context provided as secondary information

@adamknight5089 2 жыл бұрын

This is really good, no-one gets taught email etiquette. Where can I watch (or read) more about this? This guy really knows what he's talking about

@JeffSu 2 жыл бұрын

My channel :)

@liachngo 2 жыл бұрын

I’d like to incorporate having the call to action in the beginning of the email. But it’s tricky, I feel. I feel it’ll take away the casual tone of the email and eventually affect my client relationships (too much “business only” and less friendly).

@joytolentino779 2 жыл бұрын

Hi Jeff, what I liked is the changing of the period of sending to 30 seconds, it is a new idea and a very helpful one too. Thanks. I like organizing topics and ways not to WORK HARD BUT WORK SMART content.

@inkhotel 2 жыл бұрын

Love this, Jeff! Some tips I already practice (e.g. summarizing a long-winded note in my reply), but the new-to-me one is stating the need first, with context following. Using it already.

@axe.capital 2 жыл бұрын

Tip number 6: Sometimes I add long links on purpose. If I know the recipient is a bit less computer literate and they could easily miss the embedded link, it needs to look a bit more obvious where to click.

@patakanfosekan6580 2 жыл бұрын

THANK YOU IS THE BEST PRAYER THAT ANYONE COULD EVER SAY TO @HACKERCHUNGM ON TELEGRAM, I SAY THAT ONE LOT.THANK YOU SIR EXPRESSED EXTREME GRATITUDE AND HUMILITY UNDERSTANDING💯💯✅

@rustoo3823 2 жыл бұрын

So true!

@AndrewDeFaria 2 жыл бұрын

If the recipient is that clues some 20 years after the web and hyperlinks have been around, then I wouldn't email him in the first place! How stupid are you that you can't tell it's a hyperlink?!?

@hendriefalke5169 2 жыл бұрын

People deliberately break these rules to "entertain" themselves.

@williamsims383 Жыл бұрын

I love this video, his energy is so pure and focused. Came here three times.

@mercurious6699 2 жыл бұрын

Loved the suggestion to change the default to 'reply' - so simple, so useful. Thank you!

@theniii 2 жыл бұрын

the phrase "Email etiquette" annoys me as I really don't believe formal languages are productive. To me, it only adds an unnecessary emotional wall between the sender and receipiant. But this video was surprisingly useful and avoided all the traditional "email etiquette" bs. Maybe consider rewording the title to "how to email productively"?

@scottingalls8460 Жыл бұрын

When communicating about a specific topic for a project, I have my header format as (project code>name>topic). This way, the receiver knows what project it is (some people like using the codes, but I like the name) and what the email is about.

@mokamotobuilders1499 2 жыл бұрын

This is very helpful! Thank you! My favorite is the "Include CTA in the subject line" and the "Change undo send options".

@rolandstaton4473 2 ай бұрын

I appreciate the entire video. Action then context is my favorite part.

@chinleepek Жыл бұрын

Thanks for sharing, Jeff! One of the email etiquette which I usually use is manage recipients and found it very useful and important. Sometime I do summarization of emails as I find it is important for me to ensure I am actually responding correctly in things that matters.

@kayodeodeyemi4397 Жыл бұрын

Changing my "undo send" from 5 to 30 seconds was the most helpful tip. Thanks

@karlaarce51 3 ай бұрын

The team collaboration feature is one of my favorites. It promotes healthy collaboration without sharing your credentials. Plus, the tag management system makes email selection a walk in the park!

@andreambuguah 2 жыл бұрын

Thank you, I'll include the main point first and then context moving forward. I love your reply for a confusing email - the action items and recap.

@hamzamabrouk7673 2 жыл бұрын

The reply and mostly the 30-second rule is a life saver. Thank you.

@hamzamabrouk7673 2 жыл бұрын

I think I would add the use of Grammarly extension for proper grammar and better understanding.

@shresthabhowmik2480 2 жыл бұрын

Gonna totally apply the 30 second undo. It's a life-saver.

@MK-uh2lx Жыл бұрын

Reply all is changed to Reply as the default. That is my favorite. Thanks for all the tips!

@ZeeshanMohammad-bi8kc Жыл бұрын

Indeed, Clearly segregating the action required followed by the context helped & it really had worked as well to get the recipient's attention .

@uniquekelvin Жыл бұрын

My take away is the idea of beginning with the action required and then the context. Secondly the 30 seconds undo rule is also new to me. Perfect video, I learnt a lot.

@RendiMahendra 2 жыл бұрын

Tip no.1 amaze me about how easy i can add the simple to do in my subject email to help my mail recipient to understand what i want them to do 😀. Thank you!

@mcartxca1990 Жыл бұрын

The undo time setting is the best thing I've learned since please and thank you!

@Nanna77726 2 жыл бұрын

This is so helpful. I am about to start a new job focusing on emails, and I have watched this twice through. Thanks Jeff!!

@arsh_10x Жыл бұрын

The last one was life-saving!!

@paris.granville Жыл бұрын

I'm so glad you got Jeff Su to do this video. I would love more.

@tiffanyolson4565 2 жыл бұрын

OMG! the 30sec UNDO option for sent emails!!! YASSS!!! thank you!!!

@mariamaldonado8842 2 жыл бұрын

Love this partnership with HBR!!! Jeff is the best

@catkx 2 жыл бұрын

Love the summarise + context format.

@sanikahahahah 3 жыл бұрын

Such an informative video! I've always been making the mistake of summarizing before arriving at the main topic - I learnt a thing or two about context today!

@lianamumford Жыл бұрын

Great video, thank you! Will definitely be watching more videos of yours!

@catherinemacgloye4679 3 жыл бұрын

Thanks for sharing! The 30-seconds undo will definitely come in handy.

@debbielahav5909 2 жыл бұрын

Great video! As a teacher of business English, sharing this video with my students. Now they will see that their teacher isn't the only one....

@fungboy3 Жыл бұрын

Definitely tip 1 and 2 . I noticed by changing the call to action the responses I got generally were faster and straight to the point from budget holders

@adityamishra7703 2 жыл бұрын

Been using the 'same subject for thread emails' and the best tip was 'Undo send to 30 seconds', I literally paused the video there and then and first went to change it to 30 secs,thanks a lot sir

@sahilsinghal9472 2 жыл бұрын

Action required at the beginning of the email and improving the subject line are my two favourites.

@gingham_diaries Жыл бұрын

All d tips r my faves! TY fr making the video @Jeff Su!

@Nickabod79 Жыл бұрын

At my first big girl job in academe I wrote polite emails using many of these tips. I got dinged on my performance review for being curt in my emails. 20 years later, I feel vidicated. Thank you.

@shilpa003 Жыл бұрын

This was one of the favourite videos I have watched so far!!

@MyW115 Жыл бұрын

FANTASTIC TIPS! Thanks for sharing and please keep these coming!

9 ай бұрын

Fantastic content! When you are a novice and just want to send your email appropriately, email etiquette or norms are helpful. Thank you for sharing your knowledge.