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E Mail Netiquette

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Do's and Dont's for E-mail

Do's and Dont's for E-mail

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  • 1. E-mail & “Netiquette” Re: how to be an e-professional….
  • 2. What’s e-mail netiquette?
    • “ Netiquette” is a contraction of “Internet etiquette.”
    • Today, we have to be as professional through e-mail as we would be in person.
    • In fact, we have to be extra careful and polished through e-mail & on the Internet for many reasons:
        • It’s more difficult to imply emotional intent (i.e., tone).
        • It’s easier to make abhorrent mistakes we cannot take back. (‘Send’ means SENT!)
        • E-mail and text messaging often encourages others to be informal, casual, and to assume privacy.
  • 3. It’s not just WORK E-MAIL
    • Yes, the following thumb-rules applies to our work, professional e-mail.
    • (These are probably good ideas for your personal e-mail as well.)
    • And you must also be professional through:
            • Text messaging
            • Instant Messaging
            • Personal cell phone
            • Portal forums, blogs, discussion rooms
            • Work Voice-mail.
  • 4. General e-mail etiquette
    • Do not type IN ALL CAPS …
    • - Some people feel it “sounds like shouting.”
    • Do not type in all lower case…
    • - It may be okay with friends, but it’s unprofessional to not respect standard grammar, punctuation, and capitalization.
    • 3. Similarly, do not use any abbreviations not typically found in formal business letters or articles.
  • 5. Sending e-mail
    • If responding to everybody, please make your response is worthwhile to everybody… That is, do not click “reply all” unless your response concerns everybody on the e-mail list.
    • In the subject field, write a summary statement of the e-mail, and/or action.
    • Do not leave the subject field blank!
    • … Especially when sending an attachment.
    • Describe what the attachment is about…
    • And make sure the attachment is clean of viruses.
    • … E-mails with attachments notoriously end up in Junk Mail Folders… so follow up and/or notify by telephone.
    • Do not send company documents to those outside the organization, not explicitly authorized to receive company-developed documents.
  • 6. More e-mail sending etiquette
    • Do not send too many e-mails to the same person in one-day; rather, summarize your thoughts and send a few.
    • Always include your alternate professional contact information with your professional e-mail signature.
    • Do not include controversial quotations, unprofessional imagery, etc. in your professional e-mail signature.
    • Do not forward chain letters and non-work related requests through company e-mail, to co-workers or to friends (using work e-mail).
    • Do not make statements which may be insensitive, or require sarcastic or humorous interpretation.
    • Smiley faces and other “emoticons” are not professional 
  • 7. E-mail privacy
    • Unless you intend to share e-mail addresses, most people appreciate you respecting their e-mail address privacy: Hide them on the BCC: field (blind carbon copy), not on TO or CC:
    • Everything said in e-mails is “on the record” … and archived.
    • E-mail in the workplace should be monitored by management; company policy applies to e-mail as well…
    • Do not engage in unethical behavior, or e-mail comments that can be construed as such.
    • Sending unsolicited e-mails to anybody (outside the office) you do not know personally is considered “spam” or junk e-mail (which is illegal, and annoying).
    • Begin an e-mail as politely as you would a formal business letter, e.g. begin with salutations (for example, “Good Morning”) and end with a proper closing (for example, “Thank you”).
  • 8. Receiving e-mail
    • Check your e-mail frequently through the everyday.
    • Turn off the chime for new messages, in your e-mail inbox settings.
        • It may be disturbing to others nearby.
        • It will distract your concentration & focus.
    • Check your junk e-mail folder often.
        • Important e-mails may end up there accidentally.
    • Respond to the sender as quickly as stated in the e-mail, or as expected.
    • Do not check your e-mail (or text messages) during business meetings (unless work-related and/or urgent).
    • Do not open unsolicited attachments, unless you know its contents.
  • 9. Website forum, blog, on-line profile etiquette
    • Do not make any disparaging or offensive comments through our portal or any public forum.
    • It is not appropriate to comment on HGA-Quest current, past, or future business in any public setting; refer all questions/inquiry to HR and/or our Communications departments.
    • Do not host any lewd or offensive language or imagery on your workplace or any other public profiles.
    • Do not invite any co-workers, vendors, or customers to your personal websites or on-line communities.
    • Grammar, spelling, and proper language will always present you in the most professional manner.
    • It is not appropriate to e-mail personal relationships, text message, instant message, or update your profiles during work hours.
  • 10. “ Netiquette” helps us all…
    • By following these simple thumb-rules you will convey your professionalism.
    • Your professionalism reflects well during your review process, as well as on your whole team, department, and organization.
    • Enjoy showing off your personality as you practice good “netiquette.”
    • And encourage your colleagues & friends to do the same!
      • Don’t assume they’ve taken a course on it!
    • Consult your Employee Handbook and Human Resources with your specific professionalism & etiquette questions.