More than 80 years have passed since Emily Post wrote her first book on etiquette. Back then, the rules had more to do with how to properly introduce someone and which fork to use at a dinner party. But with the introduction of new communication tools come new rules of engagement. Here are 32 quick tips and rules for what is—and isn’t—acceptable behavior when using e-mail.
1. Be concise and to the point. Read your e-mail to make sure it makes sense before sending it to avoid e-mail “ping-pong.”
2. Don’t reply just to say “got it” unless the recipient has asked you to.
3. Use proper spelling, grammar & punctuation. This is still communication and representation of YOU. Sloppy spelling and punctuation look unprofessional.
4. Don’t use e-mail to deliver bad or personal news. If you need to discuss a serious matter with someone, only use e-mail to request a face to face meeting or phone call, not to deliver the news.
5. Do not attach unnecessary files, especially large ones. Sending big files can cause someone’s e-mail system to clog, shut down, or crash. Instead, use www.yousendit.com for large documents.
6. Do not overuse the high priority option. Use it only when something is truly critical and time-sensitive.
7. Do not write in CAPITALS—it’s the equivalent of shouting.
8. Don’t leave out the message thread.
9. Give your recipients an easy way to opt-out or remove themselves from your list.
10. Do not overuse “Reply to All.” If you have a message for the sender that is not relevant to everyone else, make sure you only send it to that person.
11. Do not cc everyone when sending a broadcast to multiple people. Instead, use the bcc (blind carbon copy) to keep everyone’s e-mail private.
12. Don’t overuse abbreviations and emoticons.
13. Don’t use neon colors, hard to read fancy fonts, and background images. They make it difficult—if not impossible— to read your message.
14. Only use rich text and HTML messages when you are certain the recipient can receive that type of message. Many people can only open text messages, and most rich text and HTML messages don’t convert well.
15. Do not forward chain letters, ever.
16. Do not request delivery and read receipts.
17. Do not recall messages.
18. Do not forward a message that was sent to you without permission from the original sender.
19. Do not use email to discuss confidential information. A good rule of thumb is this: if you don’t want the entire world to see it, then don’t put it in an e-mail.
20. Use a meaningful subject line to help the recipient sort through their inbox.
If you have questions related to this topic or IT issues in general, please feel free to contact us using the information provided below
Telephone: (408) 400-0232