E-Mail Etiquette

 

From your textbook:

Quoted from : http://www.linfield.edu/policy/netiquette.html

 

E-Mail "Netiquette"

 

• Never send anything you would not want to see in tomorrow's newspaper. There are no security guarantees with electronic mail.
• Avoid sending ANY confidential or sensitive information via email. Remember, it's very easy for someone else to forward messages you thought were confidential.
• When you are upset or angry, learn how to use to the postpone command. Review the message after you have had time to calm down.
• Do not send abusive, harassing or threatening messages.
• Be cautious when using sarcasm and humor. Without facial expressions and tone of voice, they do not translate easily through email.
• Keep messages and replies brief.
• Use email in a professional manner. Remember, you cannot control where your message might be sent.
• Do not send chain letters through email. This includes any message that contains a request to forward the information to lots of other people.
• Don't leave your email account open when you leave your computer. Anyone could sit down at your keyboard and send out any libelous/ offensive/embarrassing message under your name.
• Don't send replies to "all recipients" unless there is a very specific need for everyone to receive the message. It wastes disk space, clutters up inboxes and can be annoying.
• When replying, keep messages brief and to the point. Don't reproduce a message in its entirety. Be selective with what you reproduce and only do it as needed.
• Remember that all laws governing copyright, defamation, discrimination and other forms of written communication also apply to email.

 

 

Quoted from: http://www.emailreplies.com/:

 

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.

 

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

             25. Use active instead of passive

             26. Avoid using URGENT and IMPORTANT

             27. Avoid long sentences

             28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks

             29. Don't forward virus hoaxes and chain letters

             30. Keep your language gender neutral

             31. Don't reply to spam

             32. Use cc: field sparingly