Email Etiquette–It’s Important

June 29, 2023 / General NOVA News

As our daily communication relies heavily on email, it is essential that we uphold professional email etiquette that aligns with NOVA’s Core Values of Care, Inclusion and Respect. Effective communication is a key component of our success and adhering to the guidelines below will help us cultivate and maintain a positive and productive work environment.

Please take a moment to review the following email etiquette reminders:

  • Use a Clear and Concise Subject Line:
    • Ensure that the subject line accurately reflects the content of your email.
    • A clear subject line helps recipients understand the purpose of the email and prioritize their responses.
  • Use Proper Salutations and Greetings:
    • Address the recipient appropriately, using “Dear [Name]”, “Hello [Name],” or “Good morning/afternoon,” depending on the level of formality.
    • When uncertain about the recipient’s preferred form of address, opt for a more formal greeting.
  • Be Mindful of Tone:
    • Maintain a professional and courteous tone throughout your email.
    • Avoid excessive capitalization, sarcasm, or ambiguous language that may be misinterpreted.
  • Keep it Concise and Relevant:
    • Communicate clearly and concisely, keeping the email focused on the main subject.
    • Exclude unnecessary information that may confuse or distract the recipient.
  • Proofread and Use Proper Grammar:
    • Always proofread emails before sending to ensure clarity and correctness.
    • Use proper grammar, spelling, and punctuation to convey your message accurately.
  • Respond Promptly:
    • Aim to respond to emails promptly, acknowledging receipt and providing relevant information.
    • If you need more time to gather information or provide a comprehensive response, inform the sender promptly.
  • Respect Confidentiality:
    • Handle sensitive and confidential information with utmost care.
    • Ensure you communicate only with the intended recipients when discussing confidential matters.
  • Use Professional Language and Avoid Jargon:
    • Use professional language and terminology appropriate for the workplace.
    • Avoid using excessive technical jargon that may not be understood by all recipients.
  • Use Email Signatures:
    • Remember to include the email signature requirements mandated by the Virginia General Assembly.
    • NOVA employees should follow the format outlined on our website HERE.

Thank you for your attention to these important reminders.

Submitted by:
Charlotte Calobrisi, AVP of HR, CCalobrisi@nvcc.edu