A Guide to Email Etiquette

A Style Guide to Basic Email Configuration Use a generic email location format throughout business. If you have a hotmail residence such as "cuteybabe"- don't ever exercise it for business or for personal purposes where you require the recipient to appropriate you seriously. They won't! Use "blind cc" when sending to multiple recipients that don't know each other. Recipients may not wish their email domicile disclosed to third parties. Use "Subject" to ease the recipient understand what the email is about. Accepted subject lines like "Business" or "Design Work" may be unhelpful for the recipient in understanding the topic and importance of your email. Set up principles e-signatures for all staff. Manipulate generic format including person's name, title, firm title and relevant contact details. Think before using a html footer (that is the graphical banner that appears under some emails) to exhibit your logo as some people's browsers can block it co
ming through or the graphic won't appear. If you are keen to use, fully research through sending to external "test" users before going mainstream. Use a 'Disclaimer" at very bottom of email. This advises recipient of confidentiality and instruct them what to do if they receive an email from you in error. Set up your email so that your e-signature automatically appears at the bottom of all "new" emails sent and all "reply" emails sent. This will create a guideline and consistent format for your emails. Email Etiquette - Things to Consider Before Hitting that Send Button Avoid using large/small font magnitude or unconventional font type. This can ride the reader mad and may reflect poorly on your professionalism. Wings Dings as a font type is a no no! Don't ever create an email in anger as research has proven that the written expression has much more faculty (and is generally perceived as more offensive) than speaking. A beneficial rule is to "sleep on your re
sponse" and send the email the following day when you are calmer. When in doubt regarding replying to an email, consider picking up the phone. A phone call has many elements - volume & tone, pace & inflection and words. Email has just one element - words. And words without tone and inflection can be dangerous. DON'T Compose IN CAPITALS AS Humanity THINK THAT YOU ARE SHOUTING AT THEM! Avoid using slang, jargon or abbreviations if potential as it can polarize people. Of course, industry language used in communicating between industry players is OK. Don't swear or generate overtly political or race based comments. There is no upside. Remember that statements made in emails have been found to be binding contractually. So don't email any commitments you are either unauthorised to build or unwilling to deliver on. Don't "cc" every person in the entire loop. It drives humans mad and can practise you gaze like you lack awareness and confidence. Remember also
that Microsoft and other email browsers limit the number of recipients you can send one email to. Be aware of block limits. Full text: http://computerandtechnologies.com/email/news_2009-01-27-08-30-04-876.html