“The 19 Most Important Rules of E-mail Etiquette”
E-mail is quickly becoming the #1 way we communicate with friends, family, co-workers, employees, and clients. But be careful! E-mail messages cannot accurately deliver the tone of your message and what you thought was funny sarcasm may be interpreted as an insult to your reader.
More than 80 years have passed since Emily Post wrote her first book on etiquette. Back then, the rules had more to do with how to properly introduce someone and which fork to use at a dinner party. But with the introduction of new communication tools comes new rules. Below are 19 quick tips and rules for what is—and isn’t—acceptable behavior when using e-mail.
1. Be concise and to the point. Read your e-mail to make sure it makes sense before sending it to avoid e-mail “ping-pong.”
2. Do not reply just to say “got it” unless the recipient has asked you to respond.
3. Use proper spelling, gram-mar and punctuation. This is still a communication and a representation of YOU. Sloppy spelling and punctuation look unprofessional.
4. Do not use e-mail to deliver bad or personal news. If you need to discuss a serious matter with someone, only use e-mail to request a face to face meeting or phone call, not to deliver the news.
5. Do not attach unnecessary files, especially large ones. Sending big files can cause someone’s e-mail system to clog, shut down or crash. Instead, use www.yousendit.com for large documents.
6. Do not overuse the high priority option. Use it only when something is truly critical and time sensitive.
7. Do not write in CAPI-TALS—it’s the equivalent of shouting.
8. Do not leave out the message history.
9. Do not overuse “Reply to All.” If you have a message for the sender that is not relevant to everyone else, make sure you only send it to that person.
10. Do not cc everyone when sending a broadcast to multiple people. Instead, use the bcc (blind carbon copy) to keep everyone’s e-mail private.
11. Do not overuse abbreviations and emoticons.
12. Do not use neon colors, hard to read fancy fonts and background images. They make it difficult—if not impossible—to read your message.
13. Do not forward chain letters, ever.
14. Do not request delivery and read receipts.
15. Do not use email to discuss confidential information. A good rule of thumb is this: if you don’t want the entire world to see it, then don’t put it in an e-mail.
16. Use a meaningful subject line to help the recipient sort through their inbox.
17. Do not send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. They aren’t funny and if sent using company e-mail, they could get you sued or fired.
18. Keep your anti-virus up-to-date to make sure you don’t spread viruses to your friends.
19. Do not reply to spam; it only signifies that your address is active to the spammer and will invite more of the same
I hope you will find this post informative and useful. I am looking forward to hearing your comments. That’s all I have for today, until next time make it a great day!
