Restate the subject in the beginning of your email message,-get to the point.
Keep topics limited. One subject per email is best, and you’ll get a quicker response if you limit your requests.
Respond promptly, even if it’s to just acknowledge, include a time frame they can expect you to follow up on their request.
Only send messages to those that need to know.
Don’t send emails to cover yourself if things go wrong or to increase your visibility in the workplace
When replying, change the Subject line to indicate any progression in the topic, or add a shorted answer. “Yes, see you at 7pm.”
Don’t use old messages to send out new email topics. And, if you do anyway, be sure to change the Subject line to indicate the current topic.
List those recipients that are required to take action in the To: area, then list those “for information only” recipients in the CC: area. This will clarify to who needs to take action.
Don’t use the “reply all” option, unless necessary.
Use the complete URL address for Internet links by including “http://”.
If sending email to co-workers on the same network, with access to the same files, don’t attach the file, just include the link.
If you are attaching files, send them in a common format, to ensure they will be able to open it.
When sending email to a distribution list, to keep their email addresses private, put your email address in the To: and From: field, and put the distribution list addresses in the “BCC” (blind carbon [or courtesy] copy) field.
When replying to an email message, don’t send previously attachment files back with your reply.
Keep personal comments out, stick to business information only. Remember, you never know who may end up reading it.
Avoid acronyms and jargon.
Use complete sentences, correct formatting, paragraphs, and be sure to spell check your message.
Re-read your email messages completely before sending.
Don’t reply with “thanks” or “okay”, it’s a waste of time. Only replay when clarification is needed.
Respond promptly, even if it’s to just acknowledge, include a time frame they can expect you to follow up on their request.
Joke lists? Leave them at home.
Share this list with known offenders and everyone benefits.
As the amount of email we receive continues to grow, it’s consuming much more of our already limited time than is necessary. By abiding by these simple rules, your email messages will get results, you’ll limit the amount of time that wasted on sending unwanted information, and your recipients will thank you! �
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Email Etiquette?
