The E-mail Etiquette That You Have To Follow

Don't start off any communication on the wrong foot by using e-mail wrongly

. Individuals would appreciate your following these 10 commandments.

1. Thou shalt use e-mail to convey just ideas and factual or logistical information, not feelings. To express feelings and sentiment, take time for a one on one meeting or telephone conversation instead of sending an e-mail. The sound, tone, timber, and quality of your voice will help 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 brief, accurate description of what recipients can expect in the body of your e- mail in the subject line. It helps them prioritize their messages and easily sort them for future reference. It also permits them to easily follow the path of responses back and forth. If you correspond with the same individuals 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 intended person. Have you ever received a personal e-mail note destined for someone else? I did-and it was a love note which made me blush! I read half of it and realized that wasn't intended for me. From then, I am never sure I'm the intended recipient unless I see my name at the top. Do not muddy your messages; always address the recipient by name.

4. Thou shalt use "blind copy" for e-mails sent to groups. Avoid sharing names of the whole group via e-mail unless it's a small, closed group such as a Board of Directors or a Club and you know members have previously 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 don't do something in a particular time, your life will forever be changed. It is nice to create change for somebody but not by using threats. If you really ought to send the letter to others, remove the threatening language. If you don't, you'll be excommunicated from the hall of good manners.

6. Thou shalt use "delivery receipt notification" only when it is imperative that you know if the intended recipient received it. Don't create a need to send any pointless e-mails by utilizing this tool. It can annoy individuals.

7. Thou shalt use capitalization, upper and lower case, and proper punctuation in e-mails as in all other written communications. Studies have proven 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 way of writing.

8. Thou shalt close your e-mail message with earnest words that 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 genuine 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 someone's e-mail box and cause other mail to bounce. They might even require an extra long time for the recipient to download the information in some areas.

10. Thou shalt respond to e-mails within 24 hours. Also if you can't yet provide an answer, replying to somebody's e-mail in a day lets the sender knows you received it. Sending immediate responses also keeps you organized and up to date on your e- mail correspondence.

by: Margaret Page..

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