The 10 Commandments Of E-mail Etiquette

You shouldn't start off any communication on the wrong foot by not making use of the e-mail properly

. Individuals would appreciate your following these 10 commandments.

1. Thou shalt use e-mail to convey only ideas and factual or logistical information, not emotions. To express feelings and sentiment, take time for a one on one meeting or telephone conversation rather than sending an e-mail. The sound, tone, timber, and quality of your voice will assist to better communicate your message and avoid misunderstandings.

2. Thou shalt always write the topic of the message you are sending on the reference or subject line. Always write a succinct, accurate description of what recipients could expect in the body of your e- mail in the subject line. It aids them prioritize their messages and quickly sort them for future reference. It even permits them to easily follow the path of responses back and forth. If you correspond with the same people on multiple subjects, separate the e- mails by the appropriate topic clearly declared in the reference line.

3. Thou shalt address the e-mail using the name of the anticipated individual. Have you ever received a personal e-mail note destined for someone else? I did-and it was a love note that made me blush! I read half of it and realized that wasnt meant for me. From then, I am never sure Im the intended recipient unless I see my name at the top. Dont muddy your messages; always address the recipient by name.

4. Thou shalt make use of Blind copy when you are sending e-mails to a group. Avoid sharing names of the whole group via e-mail unless it is a small, closed group like a Board of Directors or a Club and you know members have beforehand been given the list of names and e-mail addresses. E-mail addresses must be kept confidential.

5. Thou shalt never ever forward a chain letter which states if you do or do not do something in a particular time, your life would forever be changed. Its nice to create change for somebody but not by using threats. If you really should send the letter to others, remove the threatening language. If you dont, you would be excommunicated from the hall of good manners.

6. Thou shalt use delivery receipt notification only when its imperative that you know if the intended recipient received it. Do not create a need to send any unnecessary e-mails by making use of this tool. It can irritate people.

7. Thou shalt use capitalization, upper and lower case, and proper punctuation in e-mails as in all other written communications. Studies have proved that if people read text written in all capital or all lower case letters, it takes much longer to read and understand a message. Use a standard method of writing.

8. Thou shalt close your e-mail message with sincere words which show that the sender is completely present. Do not just depend on your automated signature line to close your e-mail. Let your recipients know that, indeed, a real person is sending them a message.

9. Thou shalt minimize, compress, or zip large attached files before sending them. Zip any attachments over 200,000 bytes before sending them via e-mail. Large files can fill somebody's e-mail box and cause other mail to bounce. They might also require an extra long time for the recipient to download the information in some areas.

10. Thou shalt respond to e-mails in 24 hours. Also if you cant yet provide an answer, replying to somebody's e-mail within a day lets the sender knows you received it. Sending immediate responses even keeps you organized and up to date on your e- mail correspondence.

by: Margaret Page

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