Since email communication is very popular, people need more advice on how to best use the tool. I taught people how to use email applications and included the basic tag only as a sidebar on specific topics. However, now I see so many poorly developed emails being sent as commercial communications. I now realize that email etiquette is becoming more important as the use of this tool increases. As a fellow professional emailer, I feel the need to encourage better etiquette.
Everyone should remember that email etiquette is part of business communications and that proper procedures for professional conduct need to be followed in them as well. Bad communications are reflected in the professionalism of everyone. Here’s a dozen baker’s list of email do’s and don’ts to improve 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, send a memo, letter, or provide details in an attachment or web link using the full URL.
2. Don’t leave people waiting for an answer. Please reply as soon as possible. A good time management rule to use for a standard response is within 24 hours.
3. Answer all your questions. Questions that were asked in an email sent to you and questions that your email may generate from the recipient.
4. Do not use all upper or lower case. CAPITAL LETTERS give the impression of shouting and all lower case letters are hard to follow, plus it can make you seem illiterate.
5. Keep your subject line meaningful but short. The subject line often lets the viewer know if the email needs attention now or can wait until later. Readers who use a phone or PDA to check email can lose valuable screen real estate to long subject lines.
6. Don’t use “reply 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 extra thought step before sending
7. Use the “CC” courtesy copy option sparingly. Make sure that only people who care about the content of the message or the attachments have to review the email.
8. Do not forward chain letters or transmit viruses. These items not only clog mail servers, but sometimes stop job production!
9. Use the spell checker and check that the grammar and punctuation are correct. This is just smart for any business communication. Also remember that the acronyms or abbreviation for instant messaging in the email are not so clear as everyone viewing the email may not understand what it means.
10. Do not use email to discuss confidential information. Email is not as private as many think. You never know who might be able to access the computers and servers your email might pass through, or how long it might 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 automatically block HTML, large attachments, or certain types of attachments anyway.
12. Don’t forget 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 they remember who you are. The phone number is for them to respond quickly or ask questions if necessary.
13. Always check your email before sending it. It’s not safe to assume that the spell checker caught everything; Check that your message is clear and that your tone is professional.
I hope you found the thirteen dos and don’ts for improving email etiquette helpful. Remember to use the email communication tool professionally and with care. Basic email etiquette is becoming more important as the use of this simple communication tool increases. Just because the tool is fast doesn’t mean it shouldn’t be used correctly. Always keep in mind that poorly prepared emails reflect personal and company professionalism.
