Email Etiquettes

As we expect the etiquettes to be followed while we converse to people, the same should be followed for emails also as it is the most popular form of online communication.

Following are certain tips that we may follow:

1.Write well-structured emails: Do not make an email longer than it needs to be. Remember that reading an email is harder than reading printed communications. Use bullets when possible.

2. Use short, descriptive subjects: This will help the recipient as well as yourself if you ever need to find the email again. If previous email subject lines are used to open a new email, change the subject of the new email to avoid confusion.

3. Use a spelling checker: Embarrassing spelling errors can easily be avoided.

4. Read your email before sending Many people don’t bother to read an email before they send it out. Simply by rereading an email before it is sent out will help you reduce errors and improve the effectiveness of your message.

5. Do not send unnecessary or large attachments via email: If possible include a link to a downloadable document instead. Large attachments (over 10 MB) are highly likely to be blocked along the way.

6. Do not write emails in capitals: Capitals in emails come across as AGGRESSIVE. Usually this is not the intention of the sender, but nevertheless the recipient can be intimidated by use of capitalization.

7. Do not use abbreviations such as OMG and LOL: This is not appropriate for business communications.

8. Do not use cc: or bcc: fields for mailings: Valuable customer contacts can be exposed in this way and your company can face a privacy breach lawsuit. Instead, use company-designated mail merge software.

9. Do not use email to discuss confidential information:: Sending an email is like sending a postcard. If you don’t want your email to be displayed on a bulletin board, don’t send it.

10. Do not use the delivery or read receipt option:: You will irritate the recipient, and the receipt will probably be removed from the email.

11. Don’t send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks: By sending or even just forwarding one libelous, or offensive remark in an email, you and your company can face court cases resulting in multi-million dollar penalties.

12. Do not overuse the cc: field: Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message. Using the cc: field can be confusing since the recipients might not know who is supposed to act on the message.

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