Transcript E-MAIL ETIQUETTE

E-MAIL ETIQUETTE
http://www.umw.edu/policies/style_guide/computer_terms__e
mail_etiq/default.php
http://www.findalink.net/computertips/emailequette.php
http://oror.essortment.com/emailetiquette_rmmp.htm
GENERAL GUIDLINES
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The subject line should be brief and provide a
clue to the contents of the message.
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Messages should be concise and to the point.
Try to keep messages to 25 lines or less.
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If you include a salutation in the message, use
one you would normally use in traditional written
correspondence.
Style and Grammar
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E-mail is more conversational than traditional paperbased correspondence. However, people who do not
know you will form an impression of you by reading your
message. Think about what you need to say. Keep your
intended audience in mind and construct your message
accordingly. Reread the message to make sure it is clear
before you send it.
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Phrase it properly with acceptable grammar usage. Use
punctuation only where it is necessary rather than
scattering it about for emphasis.
Special characters and Abbreviations

Special characters, fancy fonts and colors are
not read the same by all machines. Avoid using
them if possible.

Avoid abbreviations, jargon and acronyms
unless you are certain those in the e-mail
conversation will understand what they are.

Some systems cannot accept attachments or
nontext files. It is wise to determine the
capabilities of the recipient’s system before
sending attachments.
Emphasis

If you must add emphasis, you can
(1) put an asterisk (*) before and after a
word or short phrase
(2) capitalize the first letter of a word or the
whole word (using uppercase letters is
equivalent to shouting in e-mail messages
so use them sparingly)
(3) add extra exclamation marks
Sender’s contact infomation
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Include your printed name, title and contact
information (frequently designated as a
signature) at the end of your message. The
way e-mail addresses are written does not
necessarily make it clear who is sending the
message.
>summary of previous message

If you get an e-mail response and wish to keep the
conversation flowing, do not start a new e-mail
message since this will lose the connectivity of the
conversation. Simply reply and keep the exchanges
together in the same message. However, you
eliminate the need for the correspondents
to review the entire exchange by using the symbol >
and keying in enough information from the previous
message to indicate to what your response is
related.
No receipts

Don't request delivery or read receipts. If you
want to make sure that someone received or
read an email, pick up the phone.

Do not overuse the high priority option.
Think before you send.

Remember that no e-mail is private.
Considering the open nature of the Internet,
someone, somewhere probably has the
ability to read your e-mail. You have no
control over what the recipient of your e-mail
does with your message. Do not send an email that you would not want to read in
tomorrow’s newspaper.
No angry e-mails
 Don't respond to an email when you are
angry. Emails can be stored on a computer
and/or easily forwarded to other people. If
you wouldn't want an email read to a jury or
your mother, don't send it.
 Do not flame. Expressing extreme anger or
emotion in an email is considered flaming.

E-mail messages are permanent even though
you can “delete” them from your computer.
Someone with skill and knowledge can
retrieve them from the system.

E-mail is designed for convenience. Do not
expect an immediate response.
Forwards, Jokes, and Spam
 Do not forward chain letter, joke, spam (junk
mail), chain letters,virus warnings, political, or
religious emails unless the recipient has
asked to receive them in advance. Even then,
never forward emails with crass language,
racial epithets, lewd or suggestive material.
Such behavior is inappropriate, and if it is
forwarded again, it will have your email
address immortalized as part of the header.
Mailing list
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
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Don't add anyone to your mailing lists or
newsletters without their permission.
Also, don't give out their e-mail address to
others that ask for your friend's addresses so
they can send them mail.
If you see something that you think a friend
may be interested in, send the information to
your friend and let them check it out for
themselves.
Emoticons
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It is not appropriate in business emails to use
emoticons such as :) [smile] or :( [frown].
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Do not use acronyms in business emails
such as BTW (by the way), IMHO (in my
humble opinion), or ROFL (roll on floor
laughing).
“Bcc” and “Reply All”
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Use Bcc. Bcc is short for Blind Carbon Copy. Bcc
recipients will receive a copy of the message, but
their email addresses do not show up in the email
envelope. Bcc recipients are invisible to each other.
Only recipients in the To: or Cc: recipients show up
in the envelope. To protect every recipient's privacy,
put your email address in the To: box, and put
everyone else in the Bcc: box.

Careful with "Reply All." Make sure you do not hit
the "Reply All" button when you mean to simply
"Reply." Reply All sends your reply to every recipient
in both the To: and Cc: fields of the email.
Example of personal e-mails
April 13, 2001
Dear Jeannie,
Greetings. In a personal letter you can be more relaxed and write in the
same manner as you would speak to the person. Just remember to double
check your spelling and grammar.
Remember to use paragraph breaks, it is very difficult to read long, unbroken
sections of text.
Close your message to your friend.
Your Friend,
Rhonda
Pitfalls to avoid in writing
personal e-mail letters
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Some of the most frequently seen taboos in
e-mail messages are not capitalizing words,
not using punctuation, not using paragraph
breaks or typing in all capital letters (this is
considered SHOUTING in e-mail language don't do it). At the bottom of your message,
you should include a closing and your name.
Once your letter is complete, you should run
your spell checker to check for any spelling
mistakes you may have overlooked.
Example of business e-mails
Carla Doe
123 Any Street
Anytown, America 10002
Phone (555) 555-1000
Fax (555) 555-2000
E-mail: [email protected]
April 13, 2001
Phillip Stranger
President
Any Business of America
321 Main Street
Some town, America 20001
Dear Mr. Phillip Stranger:
Introduce yourself and state the specific reason that you are writing. After reading your opening
paragraph, the reader should have a clear idea of why you are writing to them.
In the next paragraph you can add any additional information that is pertinent to your message.
Keep it short and to the point.
If you are requesting a response, it is a good idea to mention how you would like to be contacted –
by postal mail, e-mail or by phone.
Sincerely,
Carla Doe
Video of e-mail etiquette
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http://www.videojug.com/film/how-to-improveyour-e-mail-etiquette
http://www.tudou.com/programs/view/USlFeG9_Y5o/
(CBS News with Katie Couric)