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101 Email Etiquette Tips
It is important that whether for school or personal use that all ASU Students follow
the basics of email etiquette. This document covers for you the top tips for email
etiquette that everyone needs to be aware of and follow. By doing so you will be a
joy to communicate with while being perceived as a caring and intelligent human
being.
Sending Emails
1. Make sure your e-mail includes a courteous greeting and closing. Helps to
make your e-mail not seem demanding or terse.
2. Address your contact with the appropriate level of formality and make sure
you spelled their name correctly.
3. Spell check - emails with typos are simply not taken as seriously.
4. Read your email out loud to ensure the tone is that which you desire. Try to
avoid relying on formatting for emphasis; rather choose the words that
reflect your meaning instead. A few additions of the words "please" and
"thank you" go a long way!
5. Be sure you are including all relevant details or information necessary to
understand your request or point of view. Generalities can many times
cause confusion and unnecessary back and forths.
6. Are you using proper sentence structure? First word capitalized with
appropriate punctuation? Multiple instances of !!! or ??? are perceived as
rude or condescending.
7. If your email is emotionally charged, walk away from the computer and
wait to reply. Review the Sender's email again so that you are sure you are
not reading anything into the email that simply isn't there.
8. If sending attachments, did you ask first when would be the best time to
send? Did you check file size to make sure you don't fill the other side's
inbox causing all subsequent e-mail to bounce?
9. Refrain from using the Reply to All feature to give your opinion to those
who may not be interested. In most cases replying to the Sender alone is
your best course of action.
10. Make one last check that the address or addresses in the To: field are those
you wish to send your reply to.
11.
Be sure your name is reflected properly in the From: field. Jane A. Doe (not
jane, jane doe or JANE DOE).
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12. Type in complete sentences. To type random phrases or cryptic thoughts
does not lend to clear communication.
13. Never assume the intent of an email. If you are not sure --
ask so as to avoid
unnecessary misunderstandings.
14. Just because someone doesn't ask for a response doesn't mean you ignore
them. Always acknowledge emails from those you know in a timely
manner.
15. Be sure the Subject: field accurately reflects the content of your email.
16. Don't hesitate to say thank you, how are you, or appreciate your help!
17. Keep emails brief and to the point. Save long conversations for the old
fashioned telephone.
18. Always end your emails with "Thank you," "Sincerely," "Take it easy,"
"Best regards" - something!
Formatting Emails
19. Do not type in all caps. That's yelling or reflects shouting emphasis.
20. If you bold your type, know you are bolding your statement and it will be
taken that way by the other side - X10!
21. Do not use patterned backgrounds. Makes your email harder to read.
22. Stay away from fancy-schmancy fonts -- only the standard fonts are on all
computers.
23. Use emoticons sparingly to ensure your tone and intent are clear.
24. Typing your emails in all small case gives the perception of lack of
education or laziness.
25. Refrain from using multiple font colors in one email. It makes your email
harder to view and can add to your intent being misinterpreted.
26. Use formatting sparingly. Instead try to rely on choosing the most accurate
words possible to reflect your tone and avoid misunderstandings in the
process.
Email Attachments
27. When sending large attachments, always "zip" or compress them before
sending.
28. Never send large attachments without notice! Always ask what would be
the best time to send them first.
29. Learn how to resample or resize graphics to about 600 pixels in width
before attaching them to an email. This will greatly reduce download time.
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30. Never open an attachment from someone you don't know.
31. Be sure your virus, adware and spyware programs are up to date and
include scanning of your emails and attachments both incoming and
outgoing.
32. It is better to spread multiple attachments over several emails rather than
attaching them all to one email to avoid clogging the pipeline.
33. Make sure the other side has the same software as you before sending
attachments or they may not be able to open your attachment. Use PDF
when possible.
To, From, CC, BCC, RR, Subject:
34. Only use Cc: when it is important for those you Cc: to know about the
contents of the email. Overuse can cause your emails to be ignored.
35. Don't use Return Receipt (RR) on
every single email. Doing so is viewed as
intrusive, annoying and can be declined by the other side anyway.
36. Include addresses in the To: field for those who you would like a response
from.
37. Include addresses in the Cc: field for those who you are just FYI'ing.
38. Make sure your name is displayed properly in the From: field.
39. Remove addresses from the To:, CC; and BCC: field that don't need to see
your reply.
40. Always include a brief Subject. No subject can get your email flagged as
spam.
41. Think about your motives when adding addresses to To:, CC:, BCC. Use
your discretion.
42. Never expose your friend's or contact's email address to strangers by listing
them all in the To: field. Use BCC:!
43. Make sure when using BCC: that your intentions are proper. To send BCC:
copies to others as a way of talking behind someone's back is inconsiderate.
Email Forwarding
44. Don't forward emails that say to do so--no matter how noble the cause may
be. Most are hoaxes or hooey and may not be appreciated by those you send
to.
45. If someone asks you to refrain from forwarding emails they have that right
and you shouldn't get mad or take it personally.
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46. When forwarding email, if you cannot take the time to type a personal
comment to the person you are forwarding to--then don't bother.
47. Don't forward anything without editing out all the forwarding >>>>, other
email addresses, headers and commentary from all the other forwarders.
48. If you must forward to more than one person, put your email address in the
TO: field and all the others you are sending to in the BCC: field to protect
their email address from being published to those they do not know. This is
a serious privacy issue!
49. Be careful when forwarding email on political or controversial issues. The
recipient may not appreciate your POV.
Email and Perception, Privacy, Copyright
50. Choose your email address wisely. It will determine, in part, how you are
perceived.
51. Try not to make assumptions when it comes to email. Always ask for
clarification before you react.
52. Posting or forwarding of private email is copyright infringement -- not to
mention downright rude. You need permission from the author first!
53. Even though it isn't right; emails are forwarded to others. Keep this in mind
when typing about emotional or controversial topics.
54. When there is a
misunderstanding by email, don't hesitate to pick up the old
fashioned telephone to work things out!
55. Know that how you type, and the efforts you make or don't make will
indicate what is important to you and if you are an educated courteous
person.
56. If you forward an email that turns out to be a hoax, have the maturity to
send an apology follow up email to those you sent the misinformation to.
57. When filling out a contact form on a Web site, do so carefully and with
clarity so your request is taken seriously.
58. If a friend puts your e-mail address in the To: field with others you do not
know, ask them to no longer expose your address to strangers without your
permission.
Business Email
59. Think of your business email as though it was on your business letterhead
and you'll never go wrong!
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60. If you cannot respond to an email promptly, at the very least email back
confirming your receipt and when the sender can expect your response.
61. Emailing site owners about your product or service through the site form is
still spam. Ask them if they want more info first!
62.
When replying to emails always respond promptly and edit out unnecessary
information from the post you are responding to.
63. Formality is in place as a courtesy and reflects respect. Assume the highest
level of formality with new email contacts until the relationship dictates
otherwise. Refrain from getting too informal too soon in your email
communications.
64. Never send anyone an email they need to unsubscribe from when they
didn't subscribe in the first place!
65. Be very careful how you use Reply to All and Cc: in a business
environment. Doing so for CYA or to subtlety tattle can backfire and have
your viewed as petty or insecure.
66. When replying to an email with multiple recipients noted in the To: or Cc:
fields, remove the addresses of those who your reply does not apply to.
67.
Never send business attachments outside of business hours and confirm that
the format in which you can send can be opened by the other side.
Chat, IM, Texting
68. When Texting or participating in IM and Chat, try not to be overly cryptic
or your meaning can be misread.
69. Use Instant Messaging (IM) for casual topics or informational briefs. IM is
not the place for serious topics or confrontational issues.
70. Start by always asking if the person you are IMing is available and if it is a
good time to chat. Refrain from IMing during meetings or when your
attention is required.
71. Practice communicating briefly and succinctly.
72. Always consider if calling the other party on the phone is better when
Texting about sensitive topics.
73. IMing is not an excuse to forget your grade school education.
74. If you are not a smooth multi-tasker, do not continue multiple IM sessions
and leave folks hanging while you communicate with others.
75. Learn how to use the features of your IM program.
Specifically your "busy"
and "away" message features.
76. Never IM under an alias to take a peek at friends' or associates' activities.
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77. Take into consideration who you are communicating with to determine the
acronyms and emoticons that should be used - if at all.
Social Media, Blogs and Forums
78. Keep in mind when Tweeting, on Facebook or message boards that you are
in a global arena.
79. When discussions get out of control; don't stoop to name-calling or
profanities. You are better than that!
80. In forums, keep your signature file to no more than 2-3 lines.
81. Keep commercialism to no more than a link at the end of your comment or
contribution.
82. Stay on topic and discuss issues only relative to the thread/topic in question.
83. If new to a group or forum, "lurk" for awhile to get a feel for the
community and personalities of the regulars before you post.
84. Never give out personal information or specifics to your location on online
-- nor should you give out the personal information of others!
85. Keep in mind there will always be differences of opinion. Try to remain
objective and not personalize issues.
86.
Don't fall for trolls. Trolls are folks who will post rude comments just to get
a rise out of everyone.
87.
Be sure to down edit, or remove any part of the post you are replying to that
is no longer necessary to the ongoing conversation.
Email Considerations...
88.
Before getting upset because you perceive someone didn't respond, check to
see if their reply was inadvertently deleted or sent to your Trash or Junk
folder.
89. With emotionally charged emails, wait until the next morning to see if you
feel the same before clicking Send.
90. Feel free to modify the Subject: field to more accurately reflect a
conversation's direction.
91. When it comes to your email communications, know who you can trust;
trust only those you know.
92. Take the time to review each email before clicking Send to ensure your
message is clear and you are relaying the tone that you desire.
93. Never use an old email to hit reply and start typing about an entirely new
topic.
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94. Regardless of how noble a forwarded email may be, don't just forward
without investigating its authenticity @ Snopes.com.
95.
Always add the email addresses of Web sites and new contacts immediately
to your approved senders or address book so they get through Spam filters.
96. Before completing a Web site's Contact form; make an effort to review the
site to be sure the information you seek is not already available.
97. Take a quick look at the e-mails in your Trash before you delete them just
in case a good e-mail landed there by mistake.
98. If any email states to forward to all your friends, or just 5 people -- do
everyone a favor and just hit delete!
99. Don't mass e-mail people who didn't ask to be on your personal "mailing
list".
100. Double check that your adware, spyware and virus programs are set
to automatically update at least once each week so the software knows what
to protect you from.
101. And finally... Type unto others as you would have them type unto you!
