101 Email Etiquette Tips

Email Etiquette
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  101 Email Etiquette Tips It is important that whether it be for business or personal use that you follow the basics of email etiquette. This document covers for you the top tips for e-mail etiquette that everyone needs to be aware of and follow. By doing so you will be a joy to communicate with while being perceived as a caring and intelligent human being! ;- Sending Emails . a#e sure your e-mail includes a courteous greeting and closing. $elps to ma#e your e-mail not seem demanding or terse. %.&ddress your contact with the appropriate level of formality and ma#e sure you spelled their name correctly. '.(pell chec# - emails with typos are simply not ta#en as seriously. ).*ead your email out loud to ensure the tone is that which you desire. Try to avoid relying on formatting for emphasis; rather choose the words that reflect your meaning instead. & few additions of the words +please+ and +than# you+ go a long way! ,.Be sure you are including all relevant details or information necessary to understand your request or point of view. eneralities can many times causing confusion and unnecessary bac# and forths. .&re you using proper sentence structure/ 0irst word capitali1ed with appropriate punctuation/ ultiple instances of !!! or /// are perceived as rude or condescending. 2.If your email is emotionally charged3 wal# away from the computer and wait to reply. *eview the (ender4s email again so that you are sure you are not reading anything into the email that simply isn4t there. 5.If sending attachments3 did you as# first when would be the best time to send/ 6id you chec# file si1e to ma#e sure you don4t fill the other side4s inbo7 causing all subsequent e-mail to bounce/ eBoo# 8opyright 9 :udith allos TheI(tudio.com3 <et anners.com3  >.*efrain from using the *eply to &ll feature to give your opinion to those who may not be interested. In most cases replying to the (ender alone is your best course of action. ?. a#e one last chec# that the address or addresses in the To@ field are those you wish to send your reply to. .Be sure your name is reflected properly in the 0rom@ field. :ane &. 6oe Anot jane3 jane doe or :&<= 6=. %.Type in complete sentences. To type random phrases or cryptic thoughts does not lend to clear communication. '.<ever assume the intent of an email. If you are not sure -- as# so as to avoid unnecessary misunderstandings. ).:ust because someone doesn4t as# for a response doesn4t mean you ignore them. &lways ac#nowledge emails from those you #now in a timely manner. ,.Be sure the (ubject@ field accurately reflects the content of your email. .6on4t hesitate to say than# you3 how are you3 or appreciate your help! 2.eep emails brief and to the point. (ave long conversations for the old fashioned telephone. 5.&lways end your emails with +Than# you3+ +(incerely3+ +Ta#e it easy3+ +Best regards+ - something! Formatting Emails >.6o not type in all caps. That4s yelling or reflects shouting emphasis. %?.If you bold your type3 #now you are bolding your statement and it will be ta#en that way by the other side - C?! %.6o not use patterned bac#grounds. a#es your email harder to read. %%.(tay away from fancy-schmancy fonts -- only the standard fonts eBoo# 8opyright 9 :udith allos TheI(tudio.com3 <et anners.com3  are on all computers. %'.Dse emoticons sparingly to ensure your tone and intent are clear. %).Typing your emails in all small case gives the perception of lac# of education or la1iness. %,.*efrain from using multiple font colors in one email. It ma#es your email harder to view and can add to your intent being misinterpreted. %.Dse formatting sparingly. Instead try to rely on choosing the most accurate words possible to reflect your tone and avoid misunderstandings in the process. Email Attachments %2.Ehen sending large attachments3 always +1ip+ or compress them before sending. %5.<ever send large attachments without notice! &lways as# what would be the best time to send them first. %>.Fearn how to resample or resi1e graphics to about ?? pi7els in width before attaching them to an email. This will greatly reduce download time.'?.<ever open an attachment from someone you don4t #now. '.Be sure your virus3 adware and spyware programs are up to date and include scanning of your emails and attachments both incoming and outgoing. '%.It is better to spread multiple attachments over several emails rather than attaching them all to one email to avoid clogging the pipeline. ''. a#e sure the other side has the same software as you before sending attachments or they may not be able to open your attachment. Dse G60 when possible. eBoo# 8opyright 9 :udith allos TheI(tudio.com3 <et anners.com3  To, From, CC, BCc, RR, Subject  ').nly use 8c@ when it is important for those you 8c@ to #now about the contents of the email. veruse can cause your emails to be ignored. ',.6on4t use *eturn *eceipt A** on every single email. 6oing so is viewed as intrusive3 annoying and can be declined by the other side anyway. '.Include addresses in the To@ field for those who you would li#e a response from. '2.Include addresses in the 8c@ field for those who you are just 0HI4ing. '5. a#e sure your name is displayed properly in the 0rom@ field. '>.*emove addresses from the To@3 88; and B8c@ field that don4t need to see your reply. )?.&lways include a brief (ubject. <o subject can get your email flagged as spam. ).Thin# about your motives when adding addresses to To@3 88@3 B8c. Dse your discretion. )%.<ever e7pose your friend4s or contact4s email address to strangers by listing them all in the To@ field. Dse B8c@! )'. a#e sure when using B8c@ that your intentions are proper. To send B8c@ copies to others as a way of tal#ing behind someone4s bac# is inconsiderate. Email For!arding )).6on4t forward emails that say to do so--no matter how noble the cause may be. ost are hoa7es or hooey and may not be appreciated by those you send to. ),.If someone as#s you to refrain from forwarding emails they have eBoo# 8opyright 9 :udith allos TheI(tudio.com3 <et anners.com3
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