Suggested E-mail Protocol & Etiquette

E-mail Essentials.

  • E-mail can be an essential means to communicate.
  • Effective use of e-mail requires clear guidelines and expectations.
  • Some email content does not require a response. Those that do require a response and you can’t respond in a timely manner acknowledge the email as this assists in good relations.
  • Unknown e-mails must be responded to with great caution, but preferably deleted.
  • It is not beyond the realms of possibility for your email content to be read, as email is not necessarily private, particularly on someone else’s computer or device.
  • A spell check before sending an e-mail is advisable.

What is Your Message.

  • Use good judgment as to when to use an e-mail, as motives and attitudes can be misunderstood in a written format.
  • Use an understood descriptive subject title.
  • Does the e-mail require an attachment for further detail?
  • Be clear and concise in your writing.
  • The type of e-mail message you send can end up being a reflection of your character.
  • Be soft on people and if necessary hard on issues…there is a difference.

Some email Etiquette.carousel-1

  • An opportunity to Build Relationship.
  • Being polite must always apply and assists in establishing and maintaining good relationships.
  • Don’t e-mail or respond when angry or upset.
  • Don’t send an urgent e-mail and expect everyone to act on it immediately.
  • Don’t forward an e-mail without the permission of the author.

Is this message appropriate to the group?

  • Should every member of the group receive this e-mail?
  • You do not always need to respond to group emails when informative, and a response not requested or clearly required.
  • Forward e-mails to groups when you have interacted.
  • When sending a group email to a group or numbers of people who do not know each other place the email addresses in the BC (Blind Copy) area so as not to divulge email addresses to others who don’t need access to them or pass them on resulting in spam.

Basic managing your email.

  • E-mail should be viewed and responded to within 24 hours.
  • If in business set email to auto-reply if the you cannot respond within 24 hours.
  • If you are not able to respond to a personal email in a timely manner, acknowledge its receipt quickly indicating a response will follow. If someone has taken the time to find it necessary to send an email it is demotivating and discourteous not to respond or acknowledge it.
  • CC only when you wish to inform others and you don’t expect them to respond.

Spammer’s favourite tricks

  • Check e-mail address.
  • Often has a false subject line.
  • Their email address is not consistent with the alleged source of the e-mail.
  • Intended enticing subject headers.
  • Dubious content.
  • If ever in doubt delete and then remove from the delete box.

Top email etiquette tips

  • Identify yourself at the beginning of the e-mail, if it is not already clear.
  • Keep the message simple and clear.
  • Be careful with humour and sarcasm as it can backfire being misunderstood.
  • Don’t use your email to let off steam or flame a conversation. Far better to have a verbal conversation and if possible face to face.
  • Copy emails with care.
  • Reply to all with care.
  • Be cautious sending attachments.
  • Edit your e-mail before you send.
  • Always delete spam immediately, and if possible have a facility in place to monitor and control it.
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