Written by Daniel Fletcher Category: eMail
Published on 27 August 2011
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Most internet users are familiar with email etiquette nowadays, but it is always a good idea to refresh some of the ideas behind appropriate email communication, particularly in business environments. Here are some of the commonly accepted rules that have evolved over the years:

 

  1. Start your emails with a greeting and end with a closing and your name. Consider setting up a signature section that your email program will automatically add to the end of each message.
  2. NEVER, NEVER WRITE AN EMAIL LIKE THIS!!! Yes, many people still write email messages using all capital letters. Do not! Email messages that are all in caps are more difficult to read. Additionally, they are considered as rude, and appear that the writer is SHOUTING! By the same token, don’t write everything in lower case, either. Capitalize the first letter of your sentences, names, etc.
  3. Keep your messages to the point and professional. Avoid using abbreviations, ie: rotflmao. Google that one if you have not seen it before.
  4. Avoid profanity or slang. Use proper sentence grammar and spell-check your messages before sending.
  5. When responding to a message that someone sent you, include the original message below yours so that the reader has a better idea or can refer to the thread of the subject matter. Do, however remove old parts at the bottom that are no longer relevant.
  6. It is ok to use emoticons in informal messages. Emoticons are representations of facial expressions using a combination of characters: ie: :-) for a smiling face, or ;-) for a blink. Some email programs allow the user to insert them as graphical characters.
  7. If the original email was CC’ed (courtesy copied or carbon copied) to other recipients, you should generally do a “Reply All” in your response.  An exception to this is when responding to "broadcast" messages or announcements.  In such a case, reply to the sender only because not everyone needs to see your response.
  8. If a file is attached to a message, the sender should always inform the recipient that there is an attachment, and what type of file it is (ie: what application it is created with).
  9. Always be sure to put a subject in your message that gives a concise summary of the subject matter.
  10. Do not consider email as an urgent method of communication. Use the phone for that.

Ten simple, but golden rules. Use them, and they will portray you as a proper netizen.

 

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