EMAIL ETIQUETTE

Email etiquette are principles of behavior that one should use when writing or responding to emails.

Why is email etiquette important?

• We all interact with the printed word as though it has a personality which can either make positive or negative impressions on us.
• Without immediate feedback, your document can easily be misinterpreted by the reader, it is therefore important that you follow the basic rules of etiquette to construct an appropriate tone.
• Good email communication skills makes it more likely that you will get the response you want.

Basic rules of email communication

• Remember that direct language can sound harsher in emails than in person.
• Use proper written, not spoken, language.
• Do not assume that the reader will “get” a joke or understand sarcasm.
• Always use an appropriate greeting.
• Only use shorthand if you know your recipients.
• Be thoughtful and respectful in what you write.
• Choose your words carefully.
• Assume everything you write is a public document.
• Avoid talking about other people in an email message.
• Use proper grammar and sentence structure, spell check your message.
• If your message includes a request, always close with a thank you to the recipient for considering it.
• Read through your message before sending it and rephrase if necessary to avoid embarrassing mistakes.
• Emotionally proofread your messages.
• Always be concise and keep it simple.
• When sending a lengthy report, send it as an attachment, and summarize the contents in the body of the email. Emails that are unnecessarily long could discourage the reader.
• If you receive a confusing or unclear email message, do the following:
•     Give the writer the benefit of the doubt.
•     Ask politely for clarification.
•     Suggest discussing the matter in person.
• Return emails within the same time you would a phone call.
• Use a font that has a professional or neutral outlook. Pay attention to the format.
• Change the subject heading to match the content of your message. A clear subject line tells the reader what to expect.
• Reply mails to all, ONLY if it is relevant to everyone.
• Forwarding jokes, large attachments, weird dancing babies etc. is not funny, it clogs up office mail system and mailboxes.
• Always check for confidential information before forwarding emails.
• Attach before filling in the TO field so that you never forget an attachment.
• To: field is only for the relevant people who need to act on the mail.
• CC: field is to those for whom the mail is for information only.
• BCC: Shh… I don’t want anyone to know I sent you this. Avoid it in official emails.
• Sign off: Standardize your signature with name and contact details.

Conclusion

Always remember, people may forget what you said, but will never forget how you made them feel.
Reading poorly formatted and unnecessary mails hassles people. Be professional, follow basic email etiquette.