How To Improve Your E-Mail Etiquette
Improve Your E-mail Etiquette. Sure, we all know how to send an email - but do we all know email etiquette? Watch and learn my friend. A twelve step guide to improving your e-mail etiquette.
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Step 1:
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You will need
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Step 2:
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Addressing your email
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Put the person you are mailing's address in the To: field. If you want others to receive the mail, put these addresses in the field marked CC; which stands for 'carbon copy'. Addresses in the 'To' and 'CC' field are visible to everyone who receives the email.
If you are sending an email to a large group of people who do not all know each other, enter the addresses in the BCC field. This stands for 'blind carbon copy', meaning that each address is not visible to everyone who receives the email. Email addresses are as personal as phone numbers so respect your contacts right to privacy. The downside to this is that the 'To' field is left empty, making the mail feel a little impersonal. But there is a way round this problem - you can use a word processing application to create a mail merge. Consult the help function in you word processing application to see how to do this.
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Step 3:
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Subject box
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The subject box is where you title your email. Always fill in the subject box with a concise title summarising the emails content. This is not the place to pose a question or a lengthy explanation. Even if you are just emailing a friend avoid using just 'Hi', 'Please respond' or the recipients name, as these are common indications of spam, and your mail may be shot down b anti-spam software, before the recipient gets it.
A well-titled email will also help your recipient file the mail correctly, and find it again in the future.
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Step 4:
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Greetings
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Start your email with whatever salutation you are comfortable with. 'Hello' or 'Hi' is usually a good opener. An email is less formal than a letter so opening with 'Dear' is not necessary, but can be used if it suits the occasion.
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Step 5:
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Content
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Keep emails short, focused and conversational. It's good practice to begin with a personal note before delving into the subject.
Remember reading from the screen is more difficult than from paper. Try to limit sentences to 15 to 20 words. Leave a gap in between paragraphs but there is no need to indent them. Keep it brief, a lengthy message will put the recipient off and may not be read.
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Step 6:
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Grammar
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Email may be less formal than a letter but that is no excuse for sloppy grammar. The same rules apply as in any written communication. The only exception may be the use of text abbreviations such as BTW - 'by the way', LOL - 'laugh out loud' or FYI - 'for your information'. These abbreviations change and develop all the time, so keep up with the zeitgeist. Remember there is a time and a place for these, it will work when firing off a quick email to a well known acquaintance, but is not appropriate in professional emails.
Avoid using excessive punctuation. You may think it emphasises your point but it can make your comments appear sarcastic, or even condescending. Got it?
Always run your message through spell check, ensuring your spell check is set to your preferred dictionary. Read it carefully before you click 'send' to pick up on any mistakes or typos
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Step 7:
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Text style
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Keep emails in simple text, avoiding HTML or enriched text. It may look good on your screen but will be illegible if the recipients screen if they do not have these functions. It will also make replying very difficult.
NEVER EMAIL IN CAPITALS, THIS DENOTES YOU ARE SHOUTING.
Emoticon and smiles can be used to stress your point, but should only be used on informal messages.
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Step 8:
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Replying
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Email is an immediate form of communication so reply to emails the same day as your receive them. If you need more time to think about your response, acknowledge receipt of the email and state that you will reply in more detail soon.
Consider whether you need to click 'Reply to All' or just 'Reply', this will avoid a lot of needless web traffic.
It's a good idea to edit down the previous email to quotes with your responses typed underneath. This makes it absolutely clear to which points you are commenting on. Get into the habit of deleting any irrelevant parts of the old email, particularly any headers or signatures. This saves on bandwidth and makes your communication precise.
Make sure you pre-empt any questions your reply may bring up.
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Step 9:
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Signing off
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End your emails with a cheerful sign off. 'Kind Regards', 'Best Wishes',' Take it easy' are all good. 'Yours Sincerely' or 'Yours Faithfully' can be used if the email is very formal but is not necessary in most cases.
If you are looking for advice or support end with a note of thanks in advance.
Don't forget to add your name below. Leaving it off will appear abrupt
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Step 10:
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Signatures
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All email applications have the option of creating a personalised formatted signature. Click in your applications 'Help' function to find out how to set one up. Create a signature 3 to 4 lines long which contains your communication information, including your email address.
Concluding your email with a signature makes it absolutely clear who the sender is, and where the message finishes.
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Step 11:
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Attachments
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Only add attachments if they are absolutely necessary and keep the file size as small as possible.
Most inboxes, and internet connections can easily handle an attachment of up to 1 MB. If you are sending anything bigger compress or 'zip' it. The application you created the attachment in will show you how to do this.
If compression isn't an option check in advance that your recipient can receive a large attachment.
Some accounts are set up to automatically send attachment emails to the 'spam' folder, therefore it's wise to send a pre-emptive email to so they know to expect the attachment
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Step 12:
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What not to do
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Never forward on chain emails or joke email. No matter what terrible consequences are threatened
Emails are not private - more like a postcard. Do not send inflammatory, offensive, libellous or obscene messages unless you want everyone to read it. Because at some point they just might.
Don't reply to Spam. This shows that your email is live. Delete it immediately. Spam also often contains viruses which can quickly spread through your network so avoid even opening the message if at all possible.
Work email accounts should be used for work emails only. Many are sent up with an administrator who can access all company emails - you will get found out.
