Email Etiquette

Introduction

Email is written communicationDetermine why you are writing this email. Is

this an appropriate medium?Email is like a letter…and even more like a

postcard

Why is Email Etiquette Important?

Professionalism: We interact more and more with the written word all the time ,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.

The Basics

Think twice about whether or not the content of your email is appropriate for virtual correspondence - once you hit Send, anyone might be able to read it

Respond to emails within the same time span you would a phone call

Use a professional font, not decorativeBe cautious about sending personal

information

Email is the wrong medium for: Sensitive Topics

These deserve face-to-face conversationAnything funny or possibly inappropriateComplex InformationSend this as an attachmentOr make a phone call

Basics, Continued

Subject

Should be meaningful and give your reader an idea of the content of the email

Should be appropriate, because anyone can look at the subject, even if the recipient chooses not to open the message

When changing the subject, start a new message

Responding

Respond in the same time frame you would respond with a phone call

Be conscious of responding to the sender or Reply to all

Be conscious of your recipientDon’t expect an immediate response

Tone

Write in a positive tone When I complete the assignment versus If I

complete the assignmentAvoid using negative wordsUse smiles , winks ;-) and other graphical

symbols only when appropriateUse contractions to add a friendly toneUse please and thank you

Content

Check your grammar and spellingUse proper structure and layoutBe efficient

Emails that get to the point are much more effectiveAddress all the questions or concerns to avoid

delaysRead the email before you send itTry to keep the email brief.

Content Don’ts

Don’t use sarcasm or rude jokesDon’t respond if you are upset. Take some

time to cool off and consider appropriate response.Don’t attach unnecessary filesDon’t use CAPITALSDon’t leave out the message threadDon’t use long sentencesDon’t click send before editing.

Attachments

When you are sending attachments, include in the email the filename, and what it contains

Consider sending files in rich text format (rtf) or portable document format (pdf) to ensure compatibility

Attachments often carry viruses

Signature

Identify yourselfKeep it shortEnsure a quote or tagline is appropriate for

everyone to seeA “sign-off” feature that allows the sender tocreate additional information for the receiver

What’s in a Name?

What does your email address say about you?Should be appropriate to the audienceConsider your first initial and last name

Professional Image Closings

Every email deserves a closing: Thank you, Sincerely, Warm regards, Thanks , Best

Make sure you complete the signature line

4 D’s

Do it (2 minutes or less)Delegate it (forward function)Defer it (Flag it, e.g., all scheduling requestsDeposit it (Into a file folder)

When Email Won’t Work

There are times when you need to take your discussion out of the virtual world and speak to the recipient in person

Thank you