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Sunday, October 23, 2011

E-Mail Netiquette

It is amazing to find that in this day and age, some people and companies have still not realized how important their email communications are. Many people send email replies late or not at all, or send replies that do not actually answer the questions you asked. In today’s world, Email Communication say a lot about professionalism.
It is necessary to use appropriate, businesslike language in all electronic communications. We need E-mail etiquette for:
Professionalism: by using proper email language, it conveys a professional image.
Efficiency: emails that get to the point are much more effective than poorly worded emails.
In an effort to promote efficient and effective communication, here are some Email etiquette tips:
  • Be concise and to the point
  • Answer all questions, and pre-empt further questions
  • Use proper spelling, grammar & punctuation
  • Answer swiftly
  • Do not attach unnecessary files
  • Use proper structure & layout
  • Do not overuse the high priority option
  • Do not write in CAPITALS
  • Don't leave out the message thread
  • Add disclaimers to your emails ( For companies emails)
  • Read the email before you send it
  • Do not overuse Reply to All
  • Mailings > use the bcc: field or do a mail merge
  • Take care with abbreviations and emoticons
  • Be careful with formatting
  • Do not forward chain letters
  • Do not request delivery and read receipts
  • Do not ask to recall a message.
  • Do not copy a message or attachment without permission
  • Do not use email to discuss confidential information
  • Use a meaningful subject
  • Use active instead of passive
  • Avoid using URGENT and IMPORTANT
  • Avoid long sentences
  • Don't send or forward emails containing libelous, defamatory, offensive, racist or
  • obscene remarks
  • Don't forward virus hoaxes and chain letters
  • Keep your language gender neutral
  • Don't reply to spam
  • Use cc: field sparingly

Happy Emailing!!

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