Jun 14, 2010

25 Tips for Perfecting Your E-mail Etiquette

 


11.    Don't get mistaken for Spam. Avoid subject lines that are in all caps, all lower case, and those that include URLs and exclamation points – which tend to look like Spam to the recipient. --Judith Kallos,
author of E-Mail Etiquette Made Easy, E-Mail: The Manual, and E-Mail: A Write It Well Guide

12.    Your subject line must match the message. Never open an old e-mail, hit Reply, and send a message that has nothing to do with the previous one. Do not hesitate to change the subject as soon as the thread or content of the e-mail chain changes. --Peggy Duncan, personal productivity expert and author of Conquer Email Overload with Better Habits, Etiquette, and Outlook 2007

13.    Provide a warning when sending large attachments. Sending unannounced large attachments can clog the receiver's inbox and cause other important e-mails to bounce. If you are sending something that is over 500KB, senders should ask, 'Would you mind if I sent you an attachment? When would be the best time for you?' --Kallos

14.    No more than two attachments, and provide a logical name. Unless it's been specifically requested, refrain from sending a message with more than two attachments. Also, give the attached file(s) a logical name so the recipient knows at a glance the subject and the sender. --Duncan

15.    Send or copy others only on a need to know basis. Before you click Reply All or put names on the Cc or Bcc lines, ask yourself if all the recipients need the information in your message. If they don't, why send it? Take time to send your messages to the right people. --Duncan

16.    Beware of the "reply all." Do not hit "reply all" unless every member on the e-mail chain needs to know. You want to make sure that you are not sending everyone on a list your answer—whether they needed to know or not. --Duncan

17.    Pick up the phone. When a topic has lots of parameters that need to be explained or negotiated and will generate too many questions and confusion, don't handle it via e-mail. Also, e-mail should not be used for last minute cancellations of meetings, lunches, interviews, and never for devastating news. If you have an employee or a friend you need to deliver bad news to, a phone call is preferable. If it's news you have to deliver to a large group, e-mail is more practical. --Duncan

18.    Evaluate the importance of your e-mail. Don't overuse the high priority option. If you overuse this feature, few people will take it seriously. A better solution is to use descriptive subject lines that explain exactly what a message is about. --Duncan

19.    Maintain privacy. If you're sending a message to a group of people and you need to protect the privacy of your list, you should always use "Bcc." Additionally, avoid giving out e-mail addresses to a third party (such as an Evite, newsletter, etc). Make sure that addresses you willingly hand over to third parties stay with them, especially when the service they're offering is free. --Duncan

20.    Keep it short and get to the point. The long e-mail is a thing of the past. Write concisely, with lots of white space, so as to not overwhelm the recipient. Make sure when you look at what you're sending it doesn't look like a burden to read – feel free to use bullet points. The person reading your e-mail should not have to dig through several paragraphs in order to figure out what you're asking. You should state the purpose of the e-mail within the first two sentences. Be clear, and be up front. --Lindsey Pollak, career and workplace expert, e-mail etiquette consultant, and author of Getting From College to Career
 PREV  1 | 2 | 3  NEXT