Email Etiquette

Prepared by

Eleria L. Tolliver

What does the term “etiquette” mean? Consulting the Webster’s dictionary we see the definition, ‘prescribed social behavior and manners’.

What are the Do’s of E-Mail Etiquette?

v Do review messages before you send them out to make sure you are really saying what you want to say.

v Do be as polite as possible; terseness can be taken as hostility.

v Do make it clear to the recipient what type of message you are sending, especially if it is official.

v Do give correspondents the benefit of the doubt; try not to assume the worst.

v Do be patient with inexperienced e-mail users.

What are the Don’ts of E-Mail Etiquette?

v Don’t send a message when you’re angry; cool down, look at the message again, and then decide whether you really want to send it.

v Don’t copy an entire, large message in your response just to add a line or two of commentary.

v Don’t reply to “all recipients” unless they all need to see your reply.

v Don’t type in all capital letters; this is shouting and is considered rude.

v Don’t send off-topic messages to mailing lists, especially work- related lists.

v Don’t edit quoted messages to change the overall meaning.

Email Etiquette Tips

Email is an incredibly powerful tool with unlimited possibilities. In some ways, it has taken the place of letters, faxes, and even phone calls. It is easy to use, saves time, and provides a powerful way to communicate. These are some “Email Etiquette Tips”:

v Write a meaningful subject line: The subject line of an email should clearly explain what the email is about.

v Keep the message focused and readable: 1) Only do two or three short paragraphs; 2) Skip lines before paragraph 3) Don’t type in all caps!

v Use attachments sparingly and only if essential; they take up space on computer and take a long time to download.

v Proofread: Always run a spell check before sending it.

v Don’t assume privacy: Email is not private.

v Don’t use all capital letters; it is interpreted as shouting.