subject: The 10 Commandments Of E-Mail Etiquette [print this page] Don't start off any communication on the wrong foot by using e-mail wrongly. If you follow these 10 commandments, individuals would actually value you.
1. Thou shalt use e-mail to convey just ideas and factual or logistical information, not emotions. To express emotions and sentiment, take time for a one-on-one meeting or telephone convo 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 write the topic of your message on the reference or subject line. Always write a brief, 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 also 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 stated in the reference line.
3. Thou shalt address the e-mail using the name of the intended 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 it wasn't intended for me. Since then, I'm 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 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's a small, closed group like 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 should be kept confidential.
5. Thou shalt never ever forward a chain letter that states if you do or do not do something within a particular time, your life will forever be changed. It's nice to create change for someone but not by making use of threats. If you really have 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's imperative that you know if the intended recipient received it. Don't create a need to send any unnecessary e-mails by utilizing this tool. It can infuriate individuals.
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 individuals 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 fully present. Don't just rely on your automated signature line to close your e-mail. Let your recipients know that, indeed, a real individual 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 could fill someone's e-mail box and cause other mail to bounce. They may also need 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 someone's e-mail within a day lets the sender knows you received it. Sending immediate responses even keeps you organized and updated on your e- mail correspondence.
