Since email communications are very popular, people need more tips on how to best use the tool. I taught people how to use email apps and included the basic tag only as a sidebar on specific topics. However, now I see a lot of poorly developed emails that are sent as commercial communications. Now I realize that email etiquette is becoming more important as the use of this tool increases. As a professional email colleague, I feel the need to encourage better etiquette.
Everyone should remember that email etiquette is part of business communications and proper procedures for professional conduct also need to be followed. Poor communications reflect everyone’s professionalism. Here are a dozen email dos and don’ts to enhance your awareness of communication etiquette.
1. Get to the point. Be concise. Nobody wants to read a long email. If you have a lot to say, please send a note, letter, or provide details in attachments or in a web link using the full URL.
2. Don’t make people wait for an answer. Please reply as soon as possible. A good time management rule that can be used for a standard response is within 24 hours.
3. Answer all of your questions. The questions that were asked in an email sent to you, and the questions that your email may request from the recipient.
4. Do not use all uppercase or lowercase letters. Capital letters give the impression of screaming and all lowercase letters are difficult to follow, plus you may appear illiterate.
5. Make your subject line meaningful but short. The subject line often lets the viewer know if the email needs attention now or if it can wait until later. Readers using a phone or PDA to check email can lose valuable screen space due to long subject lines.
6. Don’t use “reply to all” unless everyone really needs to see the answer. To remedy this, change your email’s default settings so that it is not selected, having to select everything when necessary requires an additional thought step before sending
7. Use the complimentary “CC” copy option sparingly. Make sure only people who care about the content of the message or the attachments have to check the email.
8. Do not forward chain letters or transmit viruses. These items not only bog down mail servers, but sometimes stop job production.
9. Use the spell checker and check for proper grammar and punctuation. This is smart for any business communication. Remember that the IM acronyms or abbreviation in the email are not as clear as everyone who sees the email may not understand what it means.
10. Don’t use email to discuss confidential information. Email is not as private as many think. You never know who can access the computers and servers that email can pass through or how long it will stay on them.
11. Be careful when using HTML and attachments. Not everyone wants these things. Also, some email tools may not be able to read HTML. Some email servers will block HTML, large attachments, or certain types of attachments automatically anyway.
12. Be sure to include a signature line with name, title, company, and phone number. Just because you have someone’s name and email address doesn’t mean that you remember who you are. The phone number is for quick responses or questions if necessary.
13. Always check your email before sending it. It is not safe to assume that the spell checker captured everything; Check that your message is clear and that your tone is professional.
I hope you’ve found the thirteen dos and don’ts to improve email etiquette. Remember to use the email communication tool professionally and carefully. Basic email etiquette becomes more important as use of this simple communication tool increases. Just because the tool is fast does not mean that it should not be used correctly. Always keep in mind that poorly developed emails reflect personal and business professionalism.