Email Etiquette
- Be informal but not careless
While drafting an email to external customers, follow the standard protocol since the email reflects you and your company.
- Write concise messages
Make sure that your messages are brief because most people dislike long and unnecessary email messages. Try and concentrate on only one subject per message (if possible).
- Follow the rules of sentence case
Do not use capital letters unless applicable. If necessary you can use asterisks and bold formatting to emphasize important words. Try not to use colors and graphics because not every user you send the message to has an email program that can display them.
- Do not overuse/misuse the bcc and cc functions
It is advisable to use the cc function when sending the mail to a large number of people as it will ensure that the recipient does not see a long list of names. Use cc only when sending the email to people who are directly involved.
- Do not avoid personal contact because of emails
Emails should never be used instead of face-to-face conversations. It is acceptable to talk to people who are present rather than sending an email.
- Write what you want read
Remember that emails can be retrieved and examined even after they have been sent (unless you are using an encryption device), so try and write the email message in the same way that you would write a postcard. Keep content in and email professional!
- Use group email sparingly
Utilize the reply all button only when compiling results requiring collective inputs and only when they have something to add.
- Make proper use of the subject field
When writing an email message use the subject line to state content and purpose. Do not just say hi, if necessary decide on certain abbreviations that you can use when sending internal mails. You can also mention long in the subject line, if necessary. It will inform the recipient how much time to allot to read the email.
- Do not send junk mails or chain letters
This is one thing that I really abhor and I am sure that a lot of people out there also feel the same. Be honest with people who constantly send forwards. Remember your writing does not convey your tone. Use emoticons sparingly to convey your feelings also do not use sarcasm, as it may be misconstrued.
- Include personal information with your signature
While signing off include a signature that also has contact information. You can include information like mailing address, web site and phone numbers.
- Send the email only after proof reading it
An email that has grammatical mistakes will certainly not say much about you so it is advisable to read the email before sending it!