E-Mail EtiquetteEtiquette – is defined as:“the conduct or procedure required by good breedingor prescribed by authority to be observed in social orofficial life”
E-Mail Etiquette• The purpose of e-mail etiquette: – Professionalism. – Efficiency. – Security.
E-Mail Rules• Know your internal policies.• Keep responses concise.• Answer questions asked in the original e-mail.• Use proper punctuation, grammar and spelling.
E-Mail Rules• Personalize your e-mail.• Avoid unnecessary file attachments.• Check for proper layout.• Use appropriate opening and closing.
E-Mail Rules• DO NOT USE ALL CAPITAL LETTERS!• Read message thoroughly before sending.• Know when to “reply to all.”• Auto-respond when out of the office.• Delete chain letters immediately.
E-Mail Rules• Protect confidential information.• Clearly identify the subject.• Avoid unprofessional language.• Minimize use of bold font.• Use blind copy (BC) when individuals don’t know each other.
Enforcing E-Mail Etiquette• Stay abreast of internal policy.• Attend available training.• When in doubt, ask.
E-Mail Privacy• There is no such thing.• Be aware of company monitoring systems.• Once sent, e-mail cannot be controlled.• Protect information from hackers.
Examples of bad emails Remember these emails are fake!To: Group@massmails.com To: Members@thelist.comFrom: email@example.com From: firstname.lastname@example.orgTopic: Attn Marc Topic: Officers Meeting (officers only)Subject: Subject:This is for marc only and if you are not him delete. I was emailing you to tell you that we will have a meeting this Thursday at MacDonalds.Marc the ballgame the other day was just sweet , I know we are the best team. We will be going over the months community service projects.Marc you are the coolest!!!!! See you thereTim Bob President
Reasons why both were bad! 1st Email 2nd Email The first email was just plain This email might seem to be rude and stupid ok but really it is not. It is rude to fill up other The non officers might over peoples emails with personal stuff that you could take the look the topic read the email time to find marc’s email and and show up at the meeting email him directly. Only to waste their time. Also what if there were people from other teams If you want to email the reading that email. officers make a separate list Personal emails are meant serve or put the emails in, do for personal addresses! not email the club list serve.
Examples of good emails Remember these emails are fake!To: Group@massmail.com To: Tech@ga4h.orgFrom: Songsinger@email.com From: Robbie@robsworld.comTopic: problems at the club office Topic: The web page assignmentsSubject: Subject:This week the construction going on around the As you all know the deadline for turning in you office has been sort of destructive. pages you are designing is March 24thThe power has been cut at the office and there Please have these completed by this time and is no power. up on FTP.If you were planning on going by the office to Hope everyone gets these done ASAP work on project please try next week RobbieJan
Reasons why both are good!• 1st Email • 2nd Email• This email is informative for • This email is a perfect all the members example of a deadline or• It also is meant for everyone! meeting time email!• It in no way makes any • It was not sent for just the personal remarks select few but for the entire• It is ok if you want to add club jokes or comments that the • Make sure if you email at whole group understands. anytime you make sure the email is similar to these formats. • If not, thinks about emailing it before you fill up others inboxes!