Email Etiquette

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Etiquette – is defined as: “the conduct or procedure required by good breeding or prescribed by authority to be observed in social or official life”. Email as a medium of communication has become an almost indispensable tool for business, educational, social and personal purposes.

Using the phone to convey a simple message to a friend might involve a 10-15 minute conversation because no-one wants to appear rude by hanging up too soon. In an increasingly busy world, email allows the same message to be conveyed in a minute or two without implied rudeness.
  
There are no 'official' rules governing electronic communication, though there have been attempts to establish one standard or another as the default, there is no common agreement. As a general rule though, netiquette involves the same principles as plain old etiquette - basic courtesy, respect and ethics.
By following the principles outlined here, the recipient of your email will be more likely to read and act:  
  • Subject line should summarize the mail message 
  • Don't assume that the recipient knows the background  
  • Answer all questions, and pre-empt further questions  
  • Keep it concise  
  • Reply within 24 hours  
  • Allow time for a reply  
  • Use the Bcc field wisely  
  • Keep your language gender neutral  
  • ALL CAPS IS CONSIDERED SHOUTING  
  • So is over punctuating!!!!!!  
  • Avoid using words like URGENT and IMPORTANT  
  • Not using capitalization or punctuation makes e-mail hard to read  
  • Text messaging abbreviations r confusing 2 ur co-workers. So Take care with abbreviations and emoticons.  
  • Use correct punctuate and grammar  
  • Layout the message for better readability  
  • Keep the mail thread while replying or forwarding  
  • Don’t reply to all unless it is necessary  
  • Edit the superfluous text out of emails  
  • Format your email for plain text rather than HTML  
  • Use a font that has a professional or neutral look  
  • Write the mail in a positive tone  
  • Avoid discussion private concerns and issues  
  • Deliver the news up front  
  • Avoid blaming  
  • Avoid using weasel words  
  • Do not overuse the high priority option  
  • Do not request delivery and read receipts unless it is really required  
  • Do not copy a message or attachment without permission  
  • Don't send or forward emails containing libelous, defamatory, offensive, racist, obscene remarks or hoaxes  
  • Read the email again before you send it

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