12 Rules to Email Etiquette pg 1

Don't you wish that every person who received a new e-mail account had to agree to follow certain rules to use it?

There are certain professional standards expected for e-mail use. Here are some things to keep in mind regarding professional e-mail conduct:

1) Be informal, not sloppy.

Your colleagues may use commonly accepted abbreviations in e-mail, but when communicating with external customers, everyone should follow standard writing protocol. Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.

2) Keep messages brief and to the point.

Just because your writing is grammatically correct does not mean that it has to be long. Nothing is more frustrating than wading through an e-mail message that is twice as long as necessary. Concentrate on one subject per message whenever possible.

3) Use sentence case.

USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Using all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.

4) Use the blind copy and courtesy copy appropriately.

Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.

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12 Rules to Email Etiquette pg 2

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5) Don't use e-mail as an excuse to avoid personal contact.

Don't forget the value of face-to-face or even voice-to-voice communication. E-mail communication isn't appropriate when sending confusing or emotional messages. Think of the times you've heard someone in the office indignantly say, "Well, I sent you e-mail." If you have a problem with someone, speak with that person directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake.

6) Remember that e-mail isn't private.

I've seen people fired for using e-mail inappropriately. E-mail is considered company property and can be retrieved, examined, and used in a court of law. Unless you are using an encryption device (hardware or software), you should assume that e-mail over the Internet is not secure. Never put in an e-mail message anything that you wouldn't put in a letter. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional to avoid embarrassment.

7) Be sparing with group e-mail.

Send group e-mail only when it's useful to every recipient. Use the "reply to all" button only when compiling results requiring collective input and only if you have something to add. Recipients get quite annoyed to open an e-mail that says only "Me too!"

8) Use the subject field to indicate content and purpose.

Don't just say, "Hi!" or "From Debbie."  Make the subject line meaningful to the recipients.

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12 Rules to Email Etiquette pg 3

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9) Don't send chain letters, virus warnings, or junk mail.

Always check a reputable antivirus website or your IT department before sending out an alarm. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal e-mail to your home account.

10) Remember that your tone can't be heard in e-mail.

Have you ever attempted sarcasm in an e-mail, and the recipient took it the wrong way? E-mail communication can't convey the tones of verbal communication. Some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.

11) Use a signature that includes contact information.

To ensure that people know who you are, include a signature that has your contact information, including your mailing address, website, and phone numbers.

12) Summarize long discussions.

Instead of continuing to forward a message string, take a minute to summarize it for your reader. You could even highlight or quote the relevant passage, then include your response.  If you are forwarding or reposting a message you've received, do not change the wording.

Using these 12 Rules to Email Etiquette will help you remain professional, will get your emails read, and will save time.

For more tips like this, CLICK HERE to download my FREE eBook: 65+ Ways to Use Office to be More Productive!