Nazjaz
JF-Expert Member
- Jan 20, 2011
- 7,775
- 9,202
E-mail etiquette (Netiquette)
How much thought do you put into sending an e-mail? Since e-mail communication has become crucial to keeping up-to-date with work, family and friends, many people use e-mail instead of talking. Written communication such as e-mails can be easily misunderstood because they dont have the verbal or visual clues that we rely on to get our point across when face-to-face.
Here are some tips for communicating via e-mail, professionally and personally:
1) Avoid using Reply to All if all the recipients do not need to receive your response. Replying to all is seen as very bad Netiquette in a professional environment and can be very annoying for the receiver of the message. Unless it is crucial that everybody CCd read your response, dont send it to anyone except the original sender.
2) Make sure that you only CC recipients who need to know about the content of your e-mail. CC stands for courtesy copy so it should be used to keep someone aware of the conversation, but not directly involved, like a boss who needs to know youre on top of the project but doesnt need to add anything yet.
3) If you have been BCCd (blind courtesy copy) then the original recipients wont see that youve received a copy. Replying to them is extremely bad Netiquette and can compromise trust relationships in the workplace.
4) Dont send chain letters or spam. Rather send personal messages. If your mail begins with FW:FW:FW most people will automatically delete it.
5) USING CAPITAL LETTERS IS LIKE SHOUTING and is generally perceived as rude. Rather keep it in normal case.
6) Keep your e-mail short then it is more likely to be read. Sending an e-mail that is longer than 100 lines is considered bad Netiquette and most people do not read it. E-mail is a quick way to get your point across if you need to send something longer, ask first unless you are certain your recipient wants it to be as detailed as possible, or send it as an attached letter.
7) Emoticons (smiley faces) can help explain your tone, although they should only be used for informal e-mail J
8) Check your spelling and grammar before sending. If you think the receiver could misinterpret your mail, rather rephrase it. E.g., the phrase Lets eat, Grandpa! can be badly misinterpreted without the comma. Bad spelling reflects a poor attitude towards your work and disrespect for those you are sending it to. Bottom line, poor spelling is seen as very unprofessional.
9) Dont send large attachments. Not everyone has fast uncapped internet, and sending giant e-mails can cause problems, as some service providers limit e-mail size.
10) If your e-mail is intended to be professional, make sure that you...
a) Do not use strong language
b) Do not use CAPS LOCK
c) Do not use emoticons
d) Do not abbreviate your words
e) Use the correct tone depending on who you are addressing. Dear sir or Dear madam is better for someone youve never mailed before.
Sticking to these simple guidelines will help keep your e-mail professional, friendly and easily understandable.
Think before you send an email. Often personal contact will yield a better response to your message. Pick up the phone or pop in to the receivers office is the best way of maintaining and building work relations.
Here are some tips for communicating via e-mail, professionally and personally:
1) Avoid using Reply to All if all the recipients do not need to receive your response. Replying to all is seen as very bad Netiquette in a professional environment and can be very annoying for the receiver of the message. Unless it is crucial that everybody CCd read your response, dont send it to anyone except the original sender.
2) Make sure that you only CC recipients who need to know about the content of your e-mail. CC stands for courtesy copy so it should be used to keep someone aware of the conversation, but not directly involved, like a boss who needs to know youre on top of the project but doesnt need to add anything yet.
3) If you have been BCCd (blind courtesy copy) then the original recipients wont see that youve received a copy. Replying to them is extremely bad Netiquette and can compromise trust relationships in the workplace.
4) Dont send chain letters or spam. Rather send personal messages. If your mail begins with FW:FW:FW most people will automatically delete it.
5) USING CAPITAL LETTERS IS LIKE SHOUTING and is generally perceived as rude. Rather keep it in normal case.
6) Keep your e-mail short then it is more likely to be read. Sending an e-mail that is longer than 100 lines is considered bad Netiquette and most people do not read it. E-mail is a quick way to get your point across if you need to send something longer, ask first unless you are certain your recipient wants it to be as detailed as possible, or send it as an attached letter.
7) Emoticons (smiley faces) can help explain your tone, although they should only be used for informal e-mail J
8) Check your spelling and grammar before sending. If you think the receiver could misinterpret your mail, rather rephrase it. E.g., the phrase Lets eat, Grandpa! can be badly misinterpreted without the comma. Bad spelling reflects a poor attitude towards your work and disrespect for those you are sending it to. Bottom line, poor spelling is seen as very unprofessional.
9) Dont send large attachments. Not everyone has fast uncapped internet, and sending giant e-mails can cause problems, as some service providers limit e-mail size.
10) If your e-mail is intended to be professional, make sure that you...
a) Do not use strong language
b) Do not use CAPS LOCK
c) Do not use emoticons
d) Do not abbreviate your words
e) Use the correct tone depending on who you are addressing. Dear sir or Dear madam is better for someone youve never mailed before.
Sticking to these simple guidelines will help keep your e-mail professional, friendly and easily understandable.
Think before you send an email. Often personal contact will yield a better response to your message. Pick up the phone or pop in to the receivers office is the best way of maintaining and building work relations.
