E-mail etiquette

32 most important email etiquette tips: (http://www.emailreplies.com/)

I have added comments to help you understand it.

 

1. Be concise and to the point (do not write too much and keep to the subject)

2. Answer all questions, and pre-empt further questions (pre-empt = predict)

3. Use proper spelling, grammar & punctuation

4. Make it personal  (use the word "I", "me" "we")

5. Use templates for frequently used responses (pre-write some things you say a lot on e-mail and have these ready to copy and paste in to the e-mail when you need to do that)

6. Answer swiftly (swiftly = quickly/promptly)

7. Do not attach unnecessary files (don't attach things to the e-mail that people would not find useful or interesting)

8. Use proper structure & layout (make the e-mail read easily by writing it well)

9. Do not overuse the high priority option (only use high-priority when is really is a high priority e-mail message)

10. Do not write in CAPITALS ( because this looks like you are "shouting")

11. Don't leave out the message thread  (add all the relevant previous messages on to your message - if there are any)

12. Add disclaimers to your emails  (very necessary if you are part of a company or run a business)  Example:"Privileged and confidential information and/or copyright material may be contained in this e-mail. The information and material is intended for the use of the intended addressee only. If you are not the intended addressee you may not copy or deliver it to anyone else or use it in any unauthorised manner. To do so is prohibited and may be unlawful. If you receive this e-mail by mistake, please advise the sender immediately by return e-mail and destroy all copies. Thank you."

13. Read the email before you send it (good advice! I would say read it 2 times!)

14. Do not overuse Reply to All 

15. Mailings > use the bcc: field or do a mail merge  In the context of e-mail, blind carbon copy (abbreviated Bcc:) refers to the practice of sending a message to multiple recipients in such a way that conceals individual email addresses from the complete list of recipients.

16. Take care with abbreviations and emoticons  (emoticons = smiley faces, sad faces :)  ;) ;(

17. Be careful with formatting

18. Take care with rich text and HTML messages  (Rich Text = RTF)

19. Do not forward chain letters (chain letters are letters people send and expect them to be sent to others)

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 (Spam is unwanted e-mails)

32. Use cc: field sparingly