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Why do you need email etiquette?

A company needs to implement etiquette rules for the following three reasons: Professionalism: by using proper email language your company will convey a professional image. Efficiency: emails that get to the point are much more effective than poorly worded emails. Protection from liability: employee awareness of email risks will protect your company from costly law suits. Top

What are the etiquette rules?
There are many etiquette guides and many different etiquette rules. Some rules will differ according to the nature of your business and the corporate culture. Below we list what we consider as the 32 most important email etiquette rules that apply to nearly all companies. 32 most important email etiquette tips: 1. Be concise and to the point 2. Answer all questions, and pre-empt further questions 3. Use proper spelling, grammar & punctuation 4. Make it personal 5. Use templates for frequently used responses 6. Answer swiftly 7. Do not attach unnecessary files 8. Use proper structure & layout 9. Do not overuse the high priority option 10. Do not write in CAPITALS 11. Don't leave out the message thread 12. Add disclaimers to your emails 13. Read the email before you send it 14. Do not overuse Reply to All 15. Mailings > use the bcc: field or do a mail merge 16. Take care with abbreviations and emoticons 17. Be careful with formatting 18. Take care with rich text and HTML messages 19. Do not forward chain letters 20. Do not request delivery and read receipts 21. Do not ask to recall a message. 22. Do not copy a message or attachment without permission 23. Do not use email to discuss confidential information 24. Use a meaningful subject

Avoid long sentences 28. if you are able to pre-empt relevant questions. Customers will definitely appreciate this. . racist or obscene remarks 29. if your program has a spell checking option. Don't forward virus hoaxes and chain letters 30. and pre-empt further questions. you can guess that their next question will be about how they can order. This is not only important because improper spelling. your customer will be grateful and impressed with your efficient and thoughtful customer service. Don't reply to spam 32. Use proper spelling. Moreover. it is also important for conveying the message properly.25. Imagine for instance that a customer sends you an email asking which credit cards you accept. Instead of just listing the credit card types. Use active instead of passive 26. Don't send or forward emails containing libelous. defamatory. Answer all questions. Be concise and to the point. Do not make an e-mail longer than it needs to be. And. Keep your language gender neutral 31. Avoid using URGENT and IMPORTANT 27. you will receive further e-mails regarding the unanswered questions. why not use it? Top 4. offensive. and pre-empt further questions – If you do not answer all the questions in the original email. An email reply must answer all questions. grammar and punctuation give a bad impression of your company. which will not only waste your time and your customer’s time but also cause considerable frustration. so you also include some order information and a URL to your order page. Top 3. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read. grammar & punctuation. Make it personal. Use cc: field sparingly 1. Top 2.

Wherever possible try to compress attachments and only send attachments when they are productive. . the structure and lay out is very important for e-mail messages. templates can be used effectively in this way. When making points. For this reason auto replies are usually not very effective. such as directions to your office or how to subscribe to your newsletter. Some questions you get over and over again. Customers send an e-mail because they wish to receive a quick response. Use proper structure & layout. Top 6. Answer swiftly. If they did not want a quick response they would send a letter or a fax. Use templates for frequently used responses. Since reading from a screen is more difficult than reading from paper. However. it should also include personal i. If the email is complicated. By sending large attachments you can annoy customers and even bring down their e-mail system. see next tip. Moreover. Save these texts as response templates and paste these into your message when you need them. just send an email back saying that you have received it and that you will get back to them. Do not attach unnecessary files. you need to have a good virus scanner in place since your customers will not be very happy if you send them documents full of viruses! Top 8.e. Use short paragraphs and blank lines between each paragraph. each e-mail should be replied to within at least 24 hours. customized content. You can save your templates in a Word document. Do not overuse the high priority option.Not only should the e-mail be personally addressed. Top 5. Even better is a tool such as ReplyMate for Outlook (allows you to use 10 templates for free). or use preformatted emails. and preferably within the same working day. Therefore. Top 9. This will put the customer's mind at rest and usually customers will then be very patient! Top 7. number them or mark each point as separate to keep the overview.

This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Therefore. Moreover. you have a good case of proving that the company did everything it could to prevent offensive emails. but it will save the recipient much more time and frustration in looking for the related emails in their inbox! Top 12. even if a mail has high priority. Apart from this. this will surely be of help to you in court (read more about email disclaimers). The customer decides to sue your company for damages. If you overuse the high priority option. It is important to add disclaimers to your internal and external mails. instead of 'New Mail'. Do not write in CAPITALS. in other words click 'Reply'. you must include the original mail in your reply. Consider the following scenario: an employee accidentally forwards a virus to a customer by email. since this can help protect your company from liability. If your company has an email policy in place and adds an email disclaimer to every mail that states that employees are expressly required not to make defamatory statements. Another example: an employee sues the company for allowing a racist email to circulate the office. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. Add disclaimers to your emails.We all know the story of the boy who cried wolf. Don't leave out the message thread. your message will come across as slightly aggressive if you flag it as 'high priority'. If you receive many emails you obviously cannot remember each individual email. it will lose its function when you really need it. A lot of people don't bother to read an email before they send it out. If you add a disclaimer at the bottom of every external mail. as can be seen from the many spelling and grammar mistakes contained in emails. saying that the recipient must check each email for viruses and that it cannot be held liable for any transmitted viruses. Top 13. However. When you reply to an email. Read the email before you send it. try not to send any email text in capitals. This means that a 'threadless email' will not provide enough information and you will have to spend a frustratingly long time to find out the context of the email in order to deal with it. reading your email . Some people say that you must remove the previous message since this has already been sent and is therefore unnecessary. I could not agree less. Leaving the thread might take a fraction longer in download time. Top 10. Top 11.

such as the smiley :-). There are two drawbacks to this practice: (1) the recipient knows that you have sent the same message to a large number of recipients. or even better. Top 17.through the eyes of the recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments. The same goes for emoticons. the recipient will only see the address from the To: field in their email. You could include the mailing list email address in the To: field. When sending an email mailing. Mailings > use the Bcc: field or do a mail merge. Only use Reply to All if you really need your message to be seen by each person who received the original message. When using colors. the To: field will be blank and this might look like spamming. it is better not to use it. Do not overuse Reply to All. Top 14. Take care with abbreviations and emoticons. so if this was empty. consult the Help in Word. Take care with rich text and HTML messages. However. In business emails. or might see different fonts than you had intended. The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. Remember that when you use formatting in your emails. For more information on how to do a Word mail merge. Top 15. try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud). the sender might not be able to view formatting. Top 18. One way to get round this is to place all addresses in the Bcc: field. and (2) you are publicizing someone else's email address without their permission. some people place all the email addresses in the To: field. A mail merge also allows you to use fields in the message so that you can for instance address each recipient personally. Be careful with formatting. If you are not sure whether your recipient knows what it means. . Top 16. if you have Microsoft Outlook and Word you can do a mail merge and create one message for each recipient. use a color that is easy to read on the background.

If you don't want your email to be displayed on a bulletin board. A recall request would look very silly in that case wouldn't it? It is better just to send an email to say that you have made a mistake. Do not request delivery and read receipts. Most email clients however. Top 20. We can safely say that all of them are hoaxes. Do not copy a message or attachment without permission. Do not use email to discuss confidential information. Biggest chances are that your message has already been delivered and read. you might be infringing on copyright laws. Do not ask to recall a message. so what is the use of using it? If you want to know whether an email was received it is better to ask the recipient to let you know if it was received. it usually does not work anyway since the recipient could have blocked that function. or his/her software might not support it. including Microsoft Outlook. Do not copy a message or attachment belonging to another user without permission of the originator. Sending an email is like sending a postcard. Top . Top 23. are able to receive HTML and rich text messages. don't send it. sexist or racially discriminating comments in emails. the recipient will receive your message as a . Besides. never make any libelous. Do not forward chain letters. This will almost always annoy your recipient before he or she has even read your message. even if they are meant to be a joke. Top 21. This will look much more honest than trying to recall a message. Just delete the letters as soon as you receive them. If you do not ask permission first. Do not forward chain letters. If this is the case. Moreover.txt attachment.Be aware that when you send an email in rich text or HTML format. Top 19. Top 22. the sender might only be able to receive plain text emails.

Email is meant to be a quick medium and requires a different kind of writing than letters. By forwarding hoaxes you . Try to use a subject that is meaningful to the recipient as well as yourself.g. Top 26. The first sounds more personal. Top 25. Only use this if it is a really. Top 27. sounds unnecessarily formal. Use active instead of passive. offensive. e. Also take care not to send emails that are too long. 'Product A information' than to just say 'product information' or the company's name in the subject. when you send an email to a company requesting information about a product. chances are that they will not even attempt to read it! Top 28. If you receive an email message warning you of a new unstoppable virus that will immediately delete everything from your computer. Avoid long sentences. sounds better than 'Your order will be processed today'. Avoid using URGENT and IMPORTANT. especially when used frequently. Try to keep your sentences to a maximum of 15-20 words. really urgent or important message. Top 29. or offensive remark in an email. racist or obscene remarks.24. Try to use the active voice of a verb wherever possible. you and your company can face court cases resulting in multi-million dollar penalties. this is most probably a hoax. If a person receives an email that looks like a dissertation. By sending or even just forwarding one libelous. Use a meaningful subject. you must at all times try to avoid these types of words in an email or subject line. Don't send or forward emails containing libelous. For instance. Even more so than the high-priority option. For instance. 'We will process your order today'. whereas the latter. Don't forward virus hoaxes and chain letters. defamatory. it is better to mention the actual name of the product.

use valuable bandwidth and sometimes virus hoaxes contain viruses themselves. Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message. Use cc: field sparingly. Keep your language gender neutral. Also. avoid using sexist language such as: 'The user should add a signature by configuring his email program'. Using the cc: field can be confusing since the recipients might not know who is supposed to act on the message. Therefore. the best place for it is the recycle bin. Secondly. The same goes for chain letters that promise incredible riches or ask your help for a charitable cause. Apart from using he/she. Top 31. Even if the content seems to be bona fide. by attaching a so-called file that will stop the dangerous virus. Top 30. Confirming this will only generate even more spam. Again. In this day and age. do not include the person in the cc: field unless you have a particular reason for wanting this person to see your response. By replying to spam or by unsubscribing. Don't reply to spam. you can also use the neutral gender: ''The user should add a signature by configuring the email program'. Top 32. when responding to a cc: message. Since it is impossible to find out whether a chain letter is real or not. employees must be trained to fully understand the importance of email etiquette. should you include the other recipient in the cc: field as well? This will depend on the situation. just hit the delete button or use email software to remove spam automatically. Finally. . you are confirming that your email address is 'live'. the senders are usually not. Top How do you enforce email etiquette? The first step is to create a written email policy. make sure that this person will know why they are receiving a copy. This email policy should include all the do's and don'ts concerning the use of the company's email system and should be distributed amongst all employees. In general. implementation of the rules can be monitored by using email management software and email response tools.

This document covers for you the top tips for email etiquette that everyone needs to be aware of and follow. By doing so you will be a joy to communicate with while being perceived as a caring and intelligent human being.101 Email Etiquette Tips It is important that whether for business or personal use that you follow the basics of email etiquette. .

Do not use patterned backgrounds.emails with typos are simply not taken as seriously. 16. 12. Doe (not jane. walk away from the computer and wait to reply. know you are bolding your statement and it will be taken that way by the other side . Helps to make your e-mail not seem demanding or terse. To type random phrases or cryptic thoughts does not lend to clear communication. 3. 13. jane doe or JANE DOE). 8. Be sure you are including all relevant details or information necessary to understand your request or point of view. Stay away from fancy-schmancy fonts -. 22. Try to avoid relying on formatting for emphasis. Spell check . A few additions of the words "please" and "thank you" go a long way! 5." "Sincerely." "Best regards" something! Formatting Emails 19. Be sure your name is reflected properly in the From: field. Generalities can many times causing confusion and unnecessary back and forths. rather choose the words that reflect your meaning instead. 10. Address your contact with the appropriate level of formality and make sure you spelled their name correctly. 18. Are you using proper sentence structure? First word capitalized with appropriate punctuation? Multiple instances of !!! or ??? are perceived as rude or condescending. . If you bold your type. Always end your emails with "Thank you. Always acknowledge emails from those you know in a timely manner. 4.X10! 21. Make one last check that the address or addresses in the To: field are those you wish to send your reply to. did you ask first when would be the best time to send? Did you check file size to make sure you don't fill the other side's inbox causing all subsequent e-mail to bounce? 9. 2." "Take it easy. 7. Keep emails brief and to the point. Review the Sender's email again so that you are sure you are not reading anything into the email that simply isn't there. Just because someone doesn't ask for a response doesn't mean you ignore them. how are you. Do not type in all caps. 15. Type in complete sentences. If your email is emotionally charged. Makes your email harder to read. 14. 11. If you are not sure -. Jane A. 6. Read your email out loud to ensure the tone is that which you desire. or appreciate your help! 17. Refrain from using the Reply to All feature to give your opinion to those who may not be interested. Make sure your e-mail includes a courteous greeting and closing. Never assume the intent of an email. Save long conversations for the old fashioned telephone. Be sure the Subject: field accurately reflects the content of your email. If sending attachments. 20. In most cases replying to the Sender alone is your best course of action. That's yelling or reflects shouting emphasis. Don't hesitate to say thank you.Sending Emails 1.ask so as to avoid unnecessary misunderstandings.only the standard fonts are on all computers.

25. 41. Make sure your name is displayed properly in the From: field. No subject can get your email flagged as spam. If someone asks you to refrain from forwarding emails they have that right and you shouldn't get mad or take it personally. 45. Most are hoaxes or hooey and may not be appreciated by those you send to. Make sure the other side has the same software as you before sending attachments or they may not be able to open your attachment.23. RR. Don't use Return Receipt (RR) on every single email. Doing so is viewed as intrusive. Be sure your virus. 36. 38. CC. Use your discretion. Remove addresses from the To:. 26. and BCc: field that don't need to see your reply. 46. To send BCc: copies to others as a way of talking behind someone's back is inconsiderate. Typing your emails in all small case gives the perception of lack of education or laziness. 33. When sending large attachments. Never expose your friend's or contact's email address to strangers by listing them all in the To: field. Always include a brief Subject. if you cannot take the time to type a personal comment to the person . Use formatting sparingly. Include addresses in the Cc: field for those who you are just FYI'ing. 42. Make sure when using BCc: that your intentions are proper. 24. When forwarding email. 29. Overuse can cause your emails to be ignored. Include addresses in the To: field for those who you would like a response from. Learn how to resample or resize graphics to about 600 pixels in width before attaching them to an email. 40. 30. Don't forward emails that say to do so--no matter how noble the cause may be. Think about your motives when adding addresses to To:. Never open an attachment from someone you don't know. Use emoticons sparingly to ensure your tone and intent are clear. Email Attachments 27. Email Forwarding 44. BCc. Refrain from using multiple font colors in one email. It makes your email harder to view and can add to your intent being misinterpreted. 35. Only use Cc: when it is important for those you Cc: to know about the contents of the email. From. Never send large attachments without notice! Always ask what would be the best time to send them first. This will greatly reduce download time. Instead try to rely on choosing the most accurate words possible to reflect your tone and avoid misunderstandings in the process. CC. Use BCc:! 43. CC:. Use PDF when possible. 28. Subject: 34. BCc. always "zip" or compress them before sending. 37. annoying and can be declined by the other side anyway. To. 39. It is better to spread multiple attachments over several emails rather than attaching them all to one email to avoid clogging the pipeline. adware and spyware programs are up to date and include scanning of your emails and attachments both incoming and outgoing. 32. 31.

51. other email addresses. Copyright 50. Even though it isn't right. remove the . Formality is in place as a courtesy and reflects respect.not to mention downright rude. Don't forward anything without editing out all the forwarding >>>>. Be very careful how you use Reply to All and Cc: in a business environment. and the efforts you make or don't make will indicate what is important to you and if you are an educated courteous person. Ask them if they want more info first! 62. You need permission from the author first! 53. 52. Know that how you type. do so carefully and with clarity so your request is taken seriously. Email and Perception. 58. 57. If you cannot respond to an email promptly. Assume the highest level of formality with new email contacts until the relationship dictates otherwise. headers and commentary from all the other forwarders. 66. If you must forward to more than one person. When filling out a contact form on a Web site. 54. put your email address in the TO: field and all the others you are sending to in the BCc: field to protect their email address from being published to those they do not know. Choose your email address wisely. If a friend puts your e-mail address in the To: field with others you do not know. Posting or forwarding of private email is copyright infringement -. have the maturity to send an apology follow up email to those you sent the misinformation to.you are forwarding to--then don't bother. Doing so for CYA or to subtlety tattle can backfire and have your viewed as petty or insecure. how you are perceived. When there is a misunderstanding by email. 61. 48. When replying to emails always respond promptly and edit out unnecessary information from the post you are responding to. don't hesitate to pick up the old fashioned telephone to work things out! 55. ask them to no longer expose your address to strangers without your permission. in part. Business Email 59. Be careful when forwarding email on political or controversial issues. Always ask for clarification before you react. Privacy. Think of your business email as though it was on your business letterhead and you'll never go wrong! 60. at the very least email back confirming your receipt and when the sender can expect your response. This is a serious privacy issue! 49. The recipient may not appreciate your POV. Emailing site owners about your product or service through the site form is still spam. When replying to an email with multiple recipients noted in the To: or Cc: fields. Keep this in mind when typing about emotional or controversial topics. emails are forwarded to others. If you forward an email that turns out to be a hoax. Try not to make assumptions when it comes to email. Refrain from getting too informal too soon in your email communications. 64. Never send anyone an email they need to unsubscribe from when they didn't subscribe in the first place! 65. 63. It will determine. 47. 56.

Try to remain objective and not personalize issues. 81. Blogs and Forums 78. on Facebook or message boards that you are in a global arena. If you are not a smooth multi-tasker. Never IM under an alias to take a peek at friends' or associates' activities. don't stoop to name-calling or profanities. 67. If new to a group or forum. 76. Keep in mind there will always be differences of opinion. 84. IM is not the place for serious topics or confrontational issues. 82. In forums. Went Texting or participating in IM and Chat.nor should you give out the personal information of others! 85. 77. Texting 68. Start by always asking if the person you are IMing is available and if it is a good time to chat. Stay on topic and discuss issues only relative to the thread/topic in question. 88. do not continue multiple IM sessions and leave folks hanging while you communicate with others. Specifically your "busy" and "away" message features. Social Media. "lurk" for awhile to get a feel for the community and personalities of the regulars before you post. 86. Refrain from IMing during meetings or when your attention is required. IM. Always consider if calling the other party on the phone is better when Texting about sensitive topics. Practice communicating briefly and succinctly. Before getting upset because you perceive someone didn't respond. 72. or remove any part of the post you are replying to that is no longer necessary to the ongoing conversation. 83. You are better than that! 80. 73. try not to be overly cryptic or your meaning can be misread. 70. check to see if their reply .. 74. 69. Use Instant Messaging (IM) for casual topics or informational briefs. IMing is not an excuse to forget your grade school education. Never send business attachments outside of business hours and confirm that the format in which you can send can be opened by the other side. keep your signature file to no more than 2-3 lines. 87. Never give out personal information or specifics to your location on online -. When discussions get out of control.if at all. Take into consideration who you are communicating with to determine the acronyms and emoticons that should be used .addresses of those who your reply does not apply to.. Keep in mind when Tweeting. Chat. Don't fall for trolls. 79. Trolls are folks who will post rude comments just to get a rise out of everyone. Be sure to down edit. Learn how to use the features of your IM program. 71. Keep commercialism to no more than a link at the end of your comment or contribution. 75. Email Considerations.

Some workers tell me that handling e-mail consumes half of their day. Your colleagues may use commonly accepted abbreviations in e-mail. trust only those you know. or just 5 people -.. but when communicating with external customers. wait until the next morning to see if you feel the same before clicking Send. 92. 100.. 96. Before completing a Web site's Contact form. don't just forward without investigating its authenticity @ Snopes. Your e-mail message reflects you and your company. 91. Don't mass e-mail people who didn't ask to be on your personal "mailing list". And finally. so traditional spelling. 93. 95. Double check that your adware. MBA. CSP. E-mail messaging now exceeds telephone traffic and is the dominant form of business communication.was inadvertently deleted or sent to your Trash or Junk folder. grammar. know who you can trust. However. Regardless of how noble a forwarded email may be. Type unto others as you would have them type unto you! _____________________________________________________________________________________ _____________________________________________________________________________________ 12 tips for better e-mail etiquette By Laura Stack. Take a quick look at the e-mails in your Trash before you delete them just in case a good e-mail landed there by mistake. Never use an old email to hit reply and start typing about an entirely new topic. Take the time to review each email before clicking Send to ensure your message is clear and you are relaying the tone that you desire.do everyone a favor and just hit delete! 99. and punctuation rules apply. make an effort to review the site to be sure the information you seek is not already available.com. The Productivity Pro® I remember opening my first e-mail account and thinking how much fun it was to send a message to a friend. 89. Feel free to modify the Subject: field to more accurately reflect a conversation's direction. Don't you wish that every person who received a new e-mail account had to agree to follow certain rules to use it? There are certain professional standards expected for e-mail use. 94. 101. not sloppy. 90. Be informal. 97. Here are some things to keep in mind regarding professional e-mail conduct: 1. Always add the email addresses of Web sites and new contacts immediately to your approved senders or address book so they get through Spam filters. A recent Wall Street Journal report indicates that soon employees will spend three to four hours a day on e-mail. If any email states to forward to all your friends. When it comes to your email communications. With emotionally charged emails. spyware and virus programs are set to automatically update at least once each week so the software knows what to protect you from. . 98. most people now no longer find e-mail simple or fun. everyone should follow standard writing protocol.

speak with that person directly. Also. Direct personal e-mail to your home e-mail account. Don't use e-mail as an excuse to avoid personal contact. I've seen people fired for using e-mail inappropriately. I sent you e-mail. 11. For example. be honest and ask to be removed from the list. In an attempt to infer tone of voice. examined. "Well. some people use emoticons. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add. Recipients get quite annoyed to open an e-mail that says only "Me too!" 8. don't assume that using a smiley will diffuse a difficult message. It's also a good practice to include the word "Long" in the subject field. Don't use BCC to keep others from seeing who you copied. but use them sparingly so that you don't appear unprofessional. Copy only people who are directly involved. Use the blind copy and courtesy copy appropriately. Always check a reputable antivirus Web site or your IT department before sending out an alarm. Send group e-mail only when it's useful to every recipient. You might also inadvertently send something to the wrong party." If you have a problem with someone. so that the recipient knows that the message will take time to read. Instead of continuing to forward a message string. If a constant stream of jokes from a friend annoys you. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Never put in an e-mail message anything that you wouldn't put on a postcard. take a minute to summarize it for . include a signature that has your contact information. however. 5. including your mailing address. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake. "Hi!" or "From Laura. Don't send chain letters. Use the subject field to indicate content and purpose." Agree on acronyms to use that quickly identify actions. 12. Remember that e-mail isn't private. Concentrate on one subject per message whenever possible. virus warnings. Web site. it shows confidence when you directly CC anyone receiving a copy. 10. 9. Be cautious with your use of CC. you should assume that e-mail over the Internet is not secure. Don't just say. 3. Just because your writing is grammatically correct does not mean that it has to be long. Summarize long discussions. however. Email is considered company property and can be retrieved. use asterisks or bold formatting to emphasize important words. your team could use <AR> to mean "Action Required" or <MSR> for the Monthly Status Report. E-mail communication isn't appropriate when sending confusing or emotional messages. Remember that e-mail can be forwarded. To ensure that people know who you are. 7. so unintended audiences may see what you've written. and phone numbers.2. For emphasis. Nothing is more frustrating than wading through an e-mail message that is twice as long as necessary. or junk mail. Have you ever attempted sarcasm in an email. Do not. use a lot of colors or graphics embedded in your message. Use a signature that includes contact information. Do use BCC. overuse simply clutters inboxes. Keep messages brief and to the point. if necessary. Think of the times you've heard someone in the office indignantly say. Use sentence case. Don't forget the value of face-to-face or even voice-to-voice communication. Remember that your tone can't be heard in e-mail. Scrolling through pages of replies to understand a discussion is annoying. so always keep the content professional to avoid embarrassment. Using all lowercase letters looks lazy. because not everyone uses an e-mail program that can display them. Be sparing with group e-mail. and used in a court of law. 6. so recipients won't have to see a huge list of names. Unless you are using an encryption device (hardware or software). when sending to a large distribution list. 4. and the recipient took it the wrong way? E-mail communication can't convey the nuances of verbal communication.

Email Etiquette: 10 Tips for Better Email Communication Ads by Google Technical Writing Tools www. Do not attach large attachments in your email since not everyone is on a broadband connection. The email subject should be detailed enough to give the recipient an idea about the email content without having to open it. then include your response.here are some simple yet effective tips for using email more efficiently: 1.  Give proper attribution.  If you want to repost to a group a message that you received individually. You could even highlight or quote the relevant passage. 1991) and is an expert on integrating advances in business productivity with the retention of key employees. Free Reviews and Articles. Colorado. Single words like "Hi" or "Hello" or "Help" are a strict no-no. Robo and More. . 3. put their email addresses in the BCC field and your own email address in the To: field. Some words of caution:  If you are forwarding or reposting a message you've received. an international consulting firm in Denver. 2004).tecwriter. 2.your reader. Think of meaningful but short titles. No one likes to share their private email address with strangers. About the author Laura Stack is the president of The Productivity Pro®. If you have to send a large file over email. that specializes in productivity improvement in high-stress organizations. Laura is the author of the best-selling book Leave the Office Earlier (Broadway Books. upload it to services like Yousendit and then pass on the link in the email. Good Email Manners . do not change the wording. If you are sending an email to multiple people. Use these suggestions as a starting point to create e-mail etiquette rules that will help your team stay efficient and professional.. ask the author for permission first.com Alternatives to Frame. Laura holds an MBA in Organizational Management (University of Colorado. Inc.

7. You may want to remove your personal mobile number and the home number from the email signature if you are participating in a big mailing list. Keep you email message short and to the point. Always reply to emails especially the ones specifically addressed to you. 6. Do not write an email while you are drunk or in a really bad mood. Always read the message before broadcasting it to the world.4. Doing so would ensure that your friend won't miss downloading any file. The sender is still waiting to hear from you. An email with spelling mistakes or grammatical errors indicate that you have written the message in a non-serious mood and may convey a bad impression. 10. Link : . Do not hit the Send button without doing a spell check. Sentences like "I hope this email finds you alive and well" look good only in letter correspondence. 5. You never know the kind of people who have subscribed to that list. zip them in one file. It would reflect on the style of your writing. 8. Do not request a Read Notification Receipt. 9. If you have to email more than two documents as attachments.