With so many people using email as a form of communication it is important to practice what is called “email etiquette” which means using manners and common sense when sending and receiving email.
Start and end your message with a polite greeting and closing.
Be sure to spell the recipient’s name correctly.
Use a descriptive, relevant subject line to describe the contents of the message.
Include a signature in the messages you send. Make it a brief description, your name and contact information.
Be brief and clear. Don’t make an email message longer than it needs to be. If an email message is too long the recipient may not read it completely and they may miss important information you are trying to convey.
Don’t fill in the email addresses of the recipients you are sending the email to until you are finished with the message and ready to send it. Have you ever accidentally clicked the send button only to realize you did not want to send the message just yet or you included something in the message you want to remove? Waiting to fill in the email addresses until the end prevents the message from going anywhere if you do accidentally click the send button.
Proofread your message before you send it.
If you are sending an attachment tell the person receiving the message what kind of attachment it is and what program they would use to open the file. Computers can become infected with viruses and other malware by opening an infected email attachment. If you receive an attachment that you were not expecting or an attachment from an unknown source do not open it.
Don’t send large attachments without checking with the recipient. Some internet service providers block messages that are over a certain size.
Attach any files you want to include before typing the message. How many times have you sent a message and forgot to include the attachment? Attaching the files first prevents this from happening.
When forwarding a message be sure the content of the message is worth passing along. No one likes to receive junk email. Don’t forward junk, chain letters, prayer requests, email messages that contain questionable content or email messages that request that you forward the message to others.
If you do forward an email message, edit the message first. Remove forwarding marks (>>>) other email addresses, pictures, ad’s and anything irrelevant to the message.
Check your mail regularly. If a response is needed reply as soon as possible.
Create email folders to store the messages you want to save. Delete the messages you no longer need. This prevents an overabundance of messages from accumulation in your inbox and keeps your inbox free of clutter. If there are too many messages in your inbox you may miss something important.
Use the spell check feature for all messages you send. Spelling and grammar errors in an email look unprofessional and may leave the recipient with the wrong impression.
Do not use email to discuss confidential information. An email message can be seen by people other than just the intended recipient. Email messages can pass through several servers before reaching their final destination. Messages can be stored on these servers as part of a backup or security system. Some internet service providers and companies monitor email passing through their server.
Use BCCs (Blind Carbon Copy) when addressing a message that will go to a group of people. When you send an e-mail message to a group of people and use the To or CC fields to address the message, all of the people included in that message see each other's e-mail address. By using BCC, each recipient sees only two addresses. Theirs and yours. Using BCC will prevent those email addresses from being spread across the internet. One of the number one ways spam is spread is by harvesting email addresses from replies and forwards.
Don’t post your email address on the internet. This is another major source of spam in your inbox. If you need to register online and provide your email address use a disposable/temporary email address or sign up for a free account to use just for registration purposes. Keep your personal email address personal. Google, Yahoo and many other online sites offer free email addresses.
Be careful when choosing stationary, backgrounds, colors and fonts. Using too many colors and graphics can make an email hard to read and may look unprofessional.
Don’t over use punctuation, smileys and other emoticons. Don’t type in all capital letters. Using all caps is considered shouting.
Do not click on a link within an email message that you do not trust. Links may look legitimate but can redirect you to a malicious web site.
Last edited by Sunny; 03-14-2014 at 10:19 AM.