Email Etiquette
Email users need to be aware of accepted practices regarding the use of email as a communication tool. In addition, email messages lack cues such as vocal expression and body language that we use every day when communicating with others,and as a result, it is easy to convey the wrong impression or offend recipients of your message. These guidelines will help you get the most from your email system and avoid common mistakes.
Common Courtesies |
What to watch out for.... |
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ADDRESSING AN EMAIL MESSAGE
Use the To: field for key recipients, and the Cc field for people who are sent the message for their information only. Keep the list of recipients to a minimum.
EMAIL SUBJECTS
Use the To: field for key recipients, and the Cc field for people who are sent the message for their information only. Keep the list of recipients to a minimum.
EMAIL SUBJECTS
- Always enter a clear and meaningful subject field.
- Limit yourself to one subject per message - it helps recipients manage the mail they receive.
- Keep your sentences and message short and concise. Leave out irrelevant detail.
- Write in a style that is appropriate for the recipient.
- Capitalise words only to highlight an important point or distinguish a title or heading. Capitalising anything else will be interpreted as SHOUTING!
- Include enough background information at the beginning of the e-mail for the recipient to understand the message's content.
- Use spaced paragraphs, subheadings and lists of points to make your message easy to read.
- Number multiple questions or requests.
- If you use abbreviations or acronyms, be sure your recipient already knows what they stand for.
- Take the time to review your message.
- Check your spelling before sending the message
- Attach supporting information as a separate file.
- Very long messages or messages that require formatting are also best sent as attachment.
- When replying or forwarding a message, ensure that the “Subject” field still accurately reflects the content of your message.
- Don't reply to all recipients of the original message - reply only to those who need a reply.
- Put your reply at the top of the message.
- When replying, do not quote the whole original message and signature. Delete non-essential text from the original message.
- If a message generates emotion, read it again; reassess the message. Assume the message was sent with good intentions.
- If a discussion is becoming emotionally charged, stop sending email. Speak to the person to clear up any misunderstandings.
- When you are wrong or have issued an impulsive response, promptly admit it.
- Junk email (“spam”) and viruses are common on the internet.
- Make sure you take these preventative measures:
- Avoid suspicious attachments from unknown senders.
- Delete junk mail. Never reply to it.
- Only provide your contact details to trusted individuals