Weather in Ilagan City, Isabela, Philippines

Monday, July 05, 2010

Understanding the email etiquette rules

Why do we need email etiquettes?

A company needs to implement etiquette rules for the following three reasons:

  • Professionalism: by using proper email language your company will convey a professional image.
  • Efficiency: emails that get to the point are much more effective than poorly worded emails.
  • Protection from liability: employee awareness of email risks will protect your company from costly law suits.

Most Important Tips

  1. Be concise and to the point
  2. Answer all questions, and pre-empt further questions
  3. Use proper spelling, grammar & punctuation
  4. Make it personal
  5. Use templates for frequently used responses
  6. Answer swiftly
  7. Do not attach unnecessary files
  8. Use proper structure & layout
  9. Do not overuse the high priority option
  10. Do not write in CAPITALS
  11. Don’t leave out the message thread
  12. Add disclaimers to your emails
  13. Read the email before you send it
  14. Do not overuse Reply to All
  15. Mailings > use the bcc: field or do a mail merge
  16. Take care with abbreviations and emoticons
  17. Be careful with formatting
  18. Take care with rich text and HTML messages
  19. Do not forward chain letters
  20. Do not request delivery and read receipts
  21. Do not ask to recall a message.
  22. Do not copy a message or attachment without permission
  23. Do not use email to discuss confidential information
  24. Use a meaningful subject
  25. Use active instead of passive
  26. Avoid using URGENT and IMPORTANT
  27. Avoid long sentences
  28. Don’t send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
  29. Don’t forward virus hoaxes and chain letters
  30. Keep your language gender neutral
  31. Don’t reply to spam
  32. Use cc: field sparingly


No comments:

Facebook Page

To Amend or Not To Amend: That is the Question. A Debate on Charter Change.