This document provides 23 rules for proper corporate email etiquette. It emphasizes the importance of email as a marketing tool and form of communication with customers. Some key rules include responding to emails within 24 hours, using meaningful subject lines, including the full email thread in replies, being concise, answering all questions fully, and avoiding unprofessional language, formatting, or content. Following these rules can help protect a company's image and avoid potential legal issues.
This document provides 32 etiquette tips for effective email communication in a professional setting. Some key points covered include being concise, answering all questions preemptively, using proper grammar and formatting, responding swiftly, and avoiding unnecessary formatting like ALL CAPS text. The tips aim to promote professionalism, efficiency, and protect companies from legal liability through appropriate email practices.
Understanding And Mastering Email Basics: A Guide for Every Email User. Empowerhosting
This document provides a guide to effectively using email. It recommends choosing a reputable email provider, protecting your internet brand by registering related domain names, and using a simple email address. It discusses email security best practices like using strong passwords, enabling spam filters, and being wary of phishing emails. Tips for reducing spam include avoiding email harvesting and using separate addresses for subscriptions. The document concludes with email etiquette tips like checking email periodically, using clear subject lines, templates for responses, signatures, concise messages, and organizing emails into folders.
The document provides 12 tips for better email etiquette, including being brief and to the point, using proper grammar and spelling, keeping messages professional, and summarizing long discussions. It advises treating email like a postcard that may be viewed publicly and avoiding using email to replace face-to-face communication. The tips are meant to help teams communicate efficiently and professionally through email.
1. The document provides guidelines for proper etiquette, or "netiquette", when communicating professionally online or digitally. This includes being aware that what you write may have lasting consequences and be seen by unintended audiences.
2. Specific tips are provided for communicating effectively via text messages, email, and letters in a business or professional context. Guidelines address topics like tone, formatting, signatures, and ensuring communications are clear, concise, and professional.
3. It is important to consider your audience and context when communicating digitally for work. What you write may reflect on you and your employer, so take care to avoid offensive, insensitive, or inappropriate content in all online communications.
A Constant Contact account is now included at no cost when you subscribe to MINDBODY Business Management Software. You can send emails to up to 500 recipients with this account or upgrade for even larger emails. Using a professional email marketing service like Constant Contact offers several advantages over standard email accounts, including the ability to create professional-looking emails, measure campaign results, ensure high deliverability rates, and stay compliant with email laws and best practices.
The document provides guidelines for proper email etiquette and best practices, including keeping emails concise, using appropriate subject lines, checking emails regularly, and being careful of attachments and links. It also discusses managing email boxes by deleting unnecessary emails, unsubscribing from lists, and emptying folders regularly. Security measures like strong passwords and avoiding suspicious emails are also recommended.
The document provides guidelines for effective email etiquette in business communications. It recommends using a descriptive subject line, writing clear and concise messages, scanning attachments, avoiding emoticons and inappropriate jokes, including an email signature, responding to emails in a timely manner, knowing when to email versus call, being clear and precise without using all capital letters, and avoiding sharing email addresses without permission. It also suggests making emails easy to read with bullet points and concise summaries, using proper grammar and spelling, thinking carefully before sending, only copying people who need to know, addressing sensitive topics by phone or in-person, including out-of-office messages when unavailable, and following company policies regarding jokes and personal use.
This document provides 32 etiquette tips for effective email communication in a professional setting. Some key points covered include being concise, answering all questions preemptively, using proper grammar and formatting, responding swiftly, and avoiding unnecessary formatting like ALL CAPS text. The tips aim to promote professionalism, efficiency, and protect companies from legal liability through appropriate email practices.
Understanding And Mastering Email Basics: A Guide for Every Email User. Empowerhosting
This document provides a guide to effectively using email. It recommends choosing a reputable email provider, protecting your internet brand by registering related domain names, and using a simple email address. It discusses email security best practices like using strong passwords, enabling spam filters, and being wary of phishing emails. Tips for reducing spam include avoiding email harvesting and using separate addresses for subscriptions. The document concludes with email etiquette tips like checking email periodically, using clear subject lines, templates for responses, signatures, concise messages, and organizing emails into folders.
The document provides 12 tips for better email etiquette, including being brief and to the point, using proper grammar and spelling, keeping messages professional, and summarizing long discussions. It advises treating email like a postcard that may be viewed publicly and avoiding using email to replace face-to-face communication. The tips are meant to help teams communicate efficiently and professionally through email.
1. The document provides guidelines for proper etiquette, or "netiquette", when communicating professionally online or digitally. This includes being aware that what you write may have lasting consequences and be seen by unintended audiences.
2. Specific tips are provided for communicating effectively via text messages, email, and letters in a business or professional context. Guidelines address topics like tone, formatting, signatures, and ensuring communications are clear, concise, and professional.
3. It is important to consider your audience and context when communicating digitally for work. What you write may reflect on you and your employer, so take care to avoid offensive, insensitive, or inappropriate content in all online communications.
A Constant Contact account is now included at no cost when you subscribe to MINDBODY Business Management Software. You can send emails to up to 500 recipients with this account or upgrade for even larger emails. Using a professional email marketing service like Constant Contact offers several advantages over standard email accounts, including the ability to create professional-looking emails, measure campaign results, ensure high deliverability rates, and stay compliant with email laws and best practices.
The document provides guidelines for proper email etiquette and best practices, including keeping emails concise, using appropriate subject lines, checking emails regularly, and being careful of attachments and links. It also discusses managing email boxes by deleting unnecessary emails, unsubscribing from lists, and emptying folders regularly. Security measures like strong passwords and avoiding suspicious emails are also recommended.
The document provides guidelines for effective email etiquette in business communications. It recommends using a descriptive subject line, writing clear and concise messages, scanning attachments, avoiding emoticons and inappropriate jokes, including an email signature, responding to emails in a timely manner, knowing when to email versus call, being clear and precise without using all capital letters, and avoiding sharing email addresses without permission. It also suggests making emails easy to read with bullet points and concise summaries, using proper grammar and spelling, thinking carefully before sending, only copying people who need to know, addressing sensitive topics by phone or in-person, including out-of-office messages when unavailable, and following company policies regarding jokes and personal use.
The document provides an overview of email, including what it is, how URLs differ from email addresses, tips for creating strong passwords, different types of email accounts, how to access email, common email functions, etiquette, and how to handle unwanted emails like phishing, spam, and bulk mail. Key points include that email is a digital message sent over the internet, a URL contains "www" while an email address contains an "@" sign, and the importance of using strong, unique passwords and knowing how to identify and handle phishing attempts and unsolicited emails.
This document provides tips and best practices for effective email communication. It discusses formatting emails properly with clear subject lines, keeping messages concise yet organized, using CC and BCC appropriately, attaching files, and managing emails through filing, delegation, and response. The document emphasizes that email should be approached professionally as it is not private and can be monitored by employers.
How to get your emails delivered into the inboxRed C
The document provides steps to improve email deliverability, including reducing spam complaints, using a dedicated IP address, building reputation slowly with a new IP, carefully managing content and frequency, maintaining good data hygiene through audits and bounce management, avoiding spam traps, addressing non-engagement, and dealing with blacklisting. It emphasizes the importance of reputation, gives examples of factors that influence deliverability scoring, and advises monitoring metrics like opens, clicks, unsubscribes and complaints.
This is very useful document provided by Sendgrid team. How to avoid reaching your email in spam folder. Hope this will be helpfull to you also. We (http://mystockalarm.com) are using Sendgrid transaction email service and we are happy until now. You can check with them for transaction and marketing emails.
This document provides guidelines for proper email etiquette, including responsibilities of users, activities to avoid, and tips. It states that email should be used responsibly and legally as a business tool. Users are responsible for their email content and actions. The guidelines suggest keeping emails brief, protecting passwords, avoiding offensive content, and not overusing email for personal or non-business matters.
The document discusses updates to major email clients in 2016 including Gmail now supporting <style>, responsive design, and display: none allowing for faster email production and fewer bugs, however rendering issues still exist for POP/IMAP accounts in Gmail and mobile browsers; it recommends taking advantage of responsive design to optimize emails for all devices and avoiding CSS inlining now that Gmail supports styles in the <head>.
My E-mail appears as spam | The 7 major reasons | Part 5#17Eyal Doron
My E-mail appears as spam | The 7 major reasons | Part 5#17
http://o365info.com/my-e-mail-appears-as-spam-the-7-major-reasons-part-5-17
Review three major reasons, that could lead to a scenario, in which E-mail that is sent from our organization identified as spam mail:
1. E-mail content, 2. Violation of the SMTP standards, 3. Bulk\Mass mail
Eyal Doron | o365info.com
30,000ft overview of systems and technology as it applies to micro business. Original audience was a small group of micro entrepreneurs in Historic South Atlanta.
The document provides information about improving email communications for automotive dealerships. It discusses how email is still an important tool but the telephone is the "killer sales application." It warns that spam filters now more aggressively detect and block promotional emails. The document advises using specific email templates, avoiding trigger words, and maintaining good relationships with major internet service providers. Sample customer emails responding to dealership messages are presented to demonstrate both good and poor email practices and their impact on customers.
E-mail communication is an important tool for car dealerships but requires careful use to avoid negative consequences. The document provides examples of both good and bad e-mail practices from dealerships and advises on improving e-mail marketing efforts. It emphasizes using e-mail templates to standardize messages, maintaining relationships with major internet service providers to avoid blacklisting, and carefully structuring e-mail content and subject lines to avoid triggering spam filters. The overall message is that e-mail must be used strategically alongside phone contact to effectively engage customers.
The document discusses common problems law firms have with filing client emails and provides recommendations on how to properly process and retain client emails. It recommends that emails should be saved electronically in the client's folder along with other case documents. For solo practitioners, it recommends filing emails as they are received. For those with staff, it discusses options of having staff file emails from the attorney's inbox or giving staff full access to the inbox. It provides tips such as training staff, keeping personal emails separate, using spam filters, unsubscribing from emails, and downloading webmail to a local program to facilitate proper email filing.
This document provides an overview of email basics. It discusses email addresses, which include a username and domain separated by an @ symbol. Popular free email providers include Gmail, Outlook, and Yahoo, which allow accessing email from any device with internet. Other common domains include .edu, .gov, and organization names. Email providers offer tools like chat, address books, calendars and profiles to help with communication and organization.
If you want your emails to get opened, you've got to create scenarios that fosters subscriber interaction with certain tools at your disposal. Those tools are your from lines, your subject lines, snippets and preview panes - Professionally, Legally, And Ethically.
This extremely useful email marketing guide from Aweber will be BIG income booster for the success of all your email marketing campaigns. Period.
This document provides etiquette rules for effective email communication. It recommends keeping emails concise and answering all questions to avoid further emails. Proper spelling, grammar, and punctuation are emphasized, as well as making emails personal and responding swiftly. Attachments should be compressed and unnecessary files avoided. Emails should use proper structure and layout for readability.
This white paper assembles a wide range of tactics and information regarding deliverability into five core best practices to help marketers get up to speed quickly with the constantly changing deliverability landscape and key strategies for improving results.
This document provides an overview and introduction to the book "Email Signatures For Dummies, Second Edition". It discusses what email signatures are, how they can be used as both an internal and external communications channel, and introduces the 7Cs framework that will be covered in subsequent chapters for building effective email signatures. The document contains copyright information and limitations of liability for the book's publisher, author, and content.
Werksmail is a web-based email service for small teams that aims to improve collaboration. It allows teams to share inboxes and see comments/notes on emails. This helps ensure everyone is on the same page. It also exposes emails through a REST API so other applications can access inbox data. Werksmail is targeting small businesses and aims to be easy to adopt. It plans to add support for migrating from other email services before launching.
A company needs to implement email etiquette rules for professionalism, efficiency, and protection from liability. Proper email etiquette includes being concise, answering all questions, using proper grammar and punctuation, making emails personal, answering swiftly, and avoiding unnecessary attachments or formatting. Following etiquette guidelines ensures effective communication and protects the company from legal issues.
This document summarizes an information technology training session on email etiquette and social networks. It provides 18 rules of email etiquette, such as only discussing public matters, avoiding anger emails, and responding in a timely manner. It also discusses organizing emails and potentially moving email to the cloud for cost savings and security. Finally, it outlines rules for appropriate social media use, noting employers may check profiles, and indicates a borough social media policy is being developed addressing confidentiality and productivity.
The document provides guidelines for proper email etiquette and rules. It discusses why email is an important form of communication, with key points being that email allows for fast, reliable, free communication. It also notes that only 20% of emails are useful. The objectives are to understand appropriate email content and etiquette best practices. The learning session will cover email rules and etiquette basics through a presentation, handouts and discussion of topics like responding promptly, using clear subject lines, appropriate use of reply/reply all, and avoiding unnecessary attachments or formatting. Guidelines are provided for business-appropriate language, tone, grammar and ensuring no errors are made. The overall message is that email should be treated professionally while accomplishing the intended communication.
The document provides an overview of email, including what it is, how URLs differ from email addresses, tips for creating strong passwords, different types of email accounts, how to access email, common email functions, etiquette, and how to handle unwanted emails like phishing, spam, and bulk mail. Key points include that email is a digital message sent over the internet, a URL contains "www" while an email address contains an "@" sign, and the importance of using strong, unique passwords and knowing how to identify and handle phishing attempts and unsolicited emails.
This document provides tips and best practices for effective email communication. It discusses formatting emails properly with clear subject lines, keeping messages concise yet organized, using CC and BCC appropriately, attaching files, and managing emails through filing, delegation, and response. The document emphasizes that email should be approached professionally as it is not private and can be monitored by employers.
How to get your emails delivered into the inboxRed C
The document provides steps to improve email deliverability, including reducing spam complaints, using a dedicated IP address, building reputation slowly with a new IP, carefully managing content and frequency, maintaining good data hygiene through audits and bounce management, avoiding spam traps, addressing non-engagement, and dealing with blacklisting. It emphasizes the importance of reputation, gives examples of factors that influence deliverability scoring, and advises monitoring metrics like opens, clicks, unsubscribes and complaints.
This is very useful document provided by Sendgrid team. How to avoid reaching your email in spam folder. Hope this will be helpfull to you also. We (http://mystockalarm.com) are using Sendgrid transaction email service and we are happy until now. You can check with them for transaction and marketing emails.
This document provides guidelines for proper email etiquette, including responsibilities of users, activities to avoid, and tips. It states that email should be used responsibly and legally as a business tool. Users are responsible for their email content and actions. The guidelines suggest keeping emails brief, protecting passwords, avoiding offensive content, and not overusing email for personal or non-business matters.
The document discusses updates to major email clients in 2016 including Gmail now supporting <style>, responsive design, and display: none allowing for faster email production and fewer bugs, however rendering issues still exist for POP/IMAP accounts in Gmail and mobile browsers; it recommends taking advantage of responsive design to optimize emails for all devices and avoiding CSS inlining now that Gmail supports styles in the <head>.
My E-mail appears as spam | The 7 major reasons | Part 5#17Eyal Doron
My E-mail appears as spam | The 7 major reasons | Part 5#17
http://o365info.com/my-e-mail-appears-as-spam-the-7-major-reasons-part-5-17
Review three major reasons, that could lead to a scenario, in which E-mail that is sent from our organization identified as spam mail:
1. E-mail content, 2. Violation of the SMTP standards, 3. Bulk\Mass mail
Eyal Doron | o365info.com
30,000ft overview of systems and technology as it applies to micro business. Original audience was a small group of micro entrepreneurs in Historic South Atlanta.
The document provides information about improving email communications for automotive dealerships. It discusses how email is still an important tool but the telephone is the "killer sales application." It warns that spam filters now more aggressively detect and block promotional emails. The document advises using specific email templates, avoiding trigger words, and maintaining good relationships with major internet service providers. Sample customer emails responding to dealership messages are presented to demonstrate both good and poor email practices and their impact on customers.
E-mail communication is an important tool for car dealerships but requires careful use to avoid negative consequences. The document provides examples of both good and bad e-mail practices from dealerships and advises on improving e-mail marketing efforts. It emphasizes using e-mail templates to standardize messages, maintaining relationships with major internet service providers to avoid blacklisting, and carefully structuring e-mail content and subject lines to avoid triggering spam filters. The overall message is that e-mail must be used strategically alongside phone contact to effectively engage customers.
The document discusses common problems law firms have with filing client emails and provides recommendations on how to properly process and retain client emails. It recommends that emails should be saved electronically in the client's folder along with other case documents. For solo practitioners, it recommends filing emails as they are received. For those with staff, it discusses options of having staff file emails from the attorney's inbox or giving staff full access to the inbox. It provides tips such as training staff, keeping personal emails separate, using spam filters, unsubscribing from emails, and downloading webmail to a local program to facilitate proper email filing.
This document provides an overview of email basics. It discusses email addresses, which include a username and domain separated by an @ symbol. Popular free email providers include Gmail, Outlook, and Yahoo, which allow accessing email from any device with internet. Other common domains include .edu, .gov, and organization names. Email providers offer tools like chat, address books, calendars and profiles to help with communication and organization.
If you want your emails to get opened, you've got to create scenarios that fosters subscriber interaction with certain tools at your disposal. Those tools are your from lines, your subject lines, snippets and preview panes - Professionally, Legally, And Ethically.
This extremely useful email marketing guide from Aweber will be BIG income booster for the success of all your email marketing campaigns. Period.
This document provides etiquette rules for effective email communication. It recommends keeping emails concise and answering all questions to avoid further emails. Proper spelling, grammar, and punctuation are emphasized, as well as making emails personal and responding swiftly. Attachments should be compressed and unnecessary files avoided. Emails should use proper structure and layout for readability.
This white paper assembles a wide range of tactics and information regarding deliverability into five core best practices to help marketers get up to speed quickly with the constantly changing deliverability landscape and key strategies for improving results.
This document provides an overview and introduction to the book "Email Signatures For Dummies, Second Edition". It discusses what email signatures are, how they can be used as both an internal and external communications channel, and introduces the 7Cs framework that will be covered in subsequent chapters for building effective email signatures. The document contains copyright information and limitations of liability for the book's publisher, author, and content.
Werksmail is a web-based email service for small teams that aims to improve collaboration. It allows teams to share inboxes and see comments/notes on emails. This helps ensure everyone is on the same page. It also exposes emails through a REST API so other applications can access inbox data. Werksmail is targeting small businesses and aims to be easy to adopt. It plans to add support for migrating from other email services before launching.
A company needs to implement email etiquette rules for professionalism, efficiency, and protection from liability. Proper email etiquette includes being concise, answering all questions, using proper grammar and punctuation, making emails personal, answering swiftly, and avoiding unnecessary attachments or formatting. Following etiquette guidelines ensures effective communication and protects the company from legal issues.
This document summarizes an information technology training session on email etiquette and social networks. It provides 18 rules of email etiquette, such as only discussing public matters, avoiding anger emails, and responding in a timely manner. It also discusses organizing emails and potentially moving email to the cloud for cost savings and security. Finally, it outlines rules for appropriate social media use, noting employers may check profiles, and indicates a borough social media policy is being developed addressing confidentiality and productivity.
The document provides guidelines for proper email etiquette and rules. It discusses why email is an important form of communication, with key points being that email allows for fast, reliable, free communication. It also notes that only 20% of emails are useful. The objectives are to understand appropriate email content and etiquette best practices. The learning session will cover email rules and etiquette basics through a presentation, handouts and discussion of topics like responding promptly, using clear subject lines, appropriate use of reply/reply all, and avoiding unnecessary attachments or formatting. Guidelines are provided for business-appropriate language, tone, grammar and ensuring no errors are made. The overall message is that email should be treated professionally while accomplishing the intended communication.
The document provides tips for avoiding common mistakes when writing informal emails. It discusses choosing an appropriate tone for different recipients, using "reply all" judiciously, keeping messages concise, double checking attachments, not sending emails in anger or without proofreading, using clear subject lines, and not over-relying on email as a communication method. Ten specific mistakes are outlined, such as using the wrong tone, hitting "reply all" excessively, writing messages that are too long, forgetting to attach documents, emailing the wrong person, being too emotional, not using the "delay send" function, having vague subject lines, not reviewing emails for errors, and sending unnecessary emails.
The document provides tips for avoiding common mistakes when writing informal emails. It discusses choosing an appropriate tone for different recipients, using "reply all" judiciously, keeping messages concise, double checking attachments, not sending emails in anger or without proofreading, using clear subject lines, and not over-relying on email as a communication method. Ten specific mistakes are outlined, such as using the wrong tone, hitting "reply all" excessively, writing messages that are too long, forgetting to attach documents, emailing the wrong person, being too emotional, not using the "delay send" function, having vague subject lines, not reviewing emails for errors, and sending unnecessary emails.
As our inboxes are bormbarded with more and more messages daily, how do we stand out from the crowd and get our message heard?
This presentation outlines my top 8 tips for DIY email marketers rev up their email campaigns to realy pack a punch!
This document provides best practices and guidelines for professional email use including being concise, using proper grammar, responding to emails in a timely manner, using meaningful subject lines, appropriate use of attachments, and properly organizing your inbox. It also covers setting up out of office notifications, limited personal use of email, handling confidential information, project communication standards, and overall email etiquette. 17 golden rules are provided such as being to the point, answering all questions, and avoiding unnecessary capital letters or abbreviations.
The document provides 12 tips for better email etiquette, as outlined by Laura Stack, an expert on productivity improvement. The tips include being informal but not sloppy in writing style, keeping messages brief and focused on one topic, using proper capitalization, appropriately using blind copy and courtesy copy functions, avoiding using email to replace personal contact, being aware that email is not private, sparingly sending group emails, using descriptive subject lines, avoiding junk mail and chain letters, recognizing tone cannot be heard in email, including a signature with contact details, and summarizing long discussions rather than forwarding extensive threads.
The document provides 10 rules for effective business email etiquette. The rules include writing a clear and specific subject line, placing the main point in the opening sentence, avoiding vague language like "this", using appropriate capitalization and avoiding all caps, being brief and polite, adding a signature with contact information, proofreading before sending, and promptly replying to or acknowledging important messages. Following these rules will help business analysts communicate professionally via email.
This document provides tips for proper email etiquette in the workplace. It emphasizes keeping emails short, clear, and focused on work-related topics. Specific tips include using clear subject lines, responding to emails promptly, using professional greetings and closings, proofreading emails for errors, avoiding all capital letters or unusual formatting, and properly using CC and BCC functions to share information appropriately. The overall message is that email communication should be efficient and professional to represent oneself and one's company in a positive light.
The document provides guidelines for proper email etiquette. It recommends being concise, answering all questions fully to avoid further emails, using proper grammar and spelling, responding swiftly, avoiding unnecessary attachments, using a clear structure and layout, including the original message thread in replies, adding disclaimers, and proofreading emails before sending. It also suggests using blind carbon copy for mass emails, meaningful subjects, active voice, gender-neutral language, and calling for complex issues rather than lengthy emails.
Dean Wegner provides tips for writing effective emails in 3 or less sentences:
1) Have a meaningful subject line that informs the reader what to expect in the email without being unrelated.
2) Stay focused on one main message per email and begin with the most important points as people often only scan emails.
3) Follow standard rules of capitalization, spelling, and fonts to avoid coming across as unprofessional and ensure the email can be read on all devices.
This Presentation was made for my team for them to understand the importance of Email Writing and its Right way. Just the Basics.
Includes Source of Information and YouTube Videos for Better and in-depth understanding.
If you're sending transactional email, there's a lot of tiny details to get right. They're easy to fix, but they're just as easy to overlook. This gives a quick run-through of the gotchas so you can send the best possible emails. Adapted from <a>Postmark's Transactional Email Best Practices guide</a>.
Implementing email etiquette rules can help companies limit liability risks, improve efficiency, and maintain a professional image. Some key email etiquette rules include being concise, using proper grammar and spelling, answering swiftly, avoiding unnecessary attachments, and not discussing confidential information over email. Employers should require employees to follow etiquette rules in all electronic communications to protect the company from costly lawsuits and ensure effective internal and external communications.
This document provides 20 rules and recommendations for conducting successful cold email campaigns. Some key recommendations include using a separate domain to send emails from, verifying email lists to ensure they are active addresses, limiting the number of emails sent per day and from a single IP or domain as per service providers' policies, avoiding spammy language and attachments, and personalizing messages rather than copying templates verbatim. Monitoring open and response rates is also advised to ensure the campaign does not get flagged as potential spam.
The document discusses email marketing. It provides tips for writing effective emails, including choosing a clear subject line, keeping the email short, personalizing the message, and including a strong call to action. It also discusses factors like list building, HTML formatting, relevance, frequency of emails, length, content, design, testing, and rich media. Overall, the document offers best practices and secrets for successful email marketing campaigns.
Email is a valuable communication tool using, which you can convey your message across easily and effectively. In this presentation, you will learn tips for writing a better professional email.
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1. www.advantage-positioning.com
Street Address 8 Loma Linda, Lakeland, Florida 33813 • Mail Address PO Box 5752, Lakeland, Florida 33807
Phone 863.648.5762 • Fax 863.648.5981 • Email info@advantage-positioning.com
23 rules for corporate email etiquette
Why have email rules?
Email is a big part of your company communications to customers, to business partners and internally within the
company. In fact, sometimes email is the only communication your customer may have with your firm.
Why would you want to waste this opportunity of marketing yourself and building respect and trust…especially when
it is so easy to make a great impression?
Don’t take it for granted that your employees understand or appreciate this vital marketing tool.
Expect employees to do lots of unprofessional things like add silly, animated characters, go crazy with colors, write
unprofessionally and in general treat corporate email as they do their own, private email!
How do you enforce email etiquette?
First, train all your employees in the rules below as they apply to your organization. Add more or omit as you see fit.
Without guidance and training, you can’t expect employees to automatically understand the importance of proper
email etiquette; often the most used method of communication with your customer!
Create a written email policy. This email policy should include all the do's and don'ts concerning the use of the
company's email system. It is important to include your corporate guidelines regarding acceptable and non-
acceptable content, response time, personal emailing, etc. Train, train, train! Finally, implementation of the rules
can be monitored by using email management software and email response tools.
Protect your company from lawsuits
A corporate email policy can help protect your company against law suits - both internally and externally - even if the
policy is breached by an employee. The fact that you have one in place, and you have made your employees aware
of the rules, can protect you in a law suit. Many companies have been sued by their own employees because of
offensive internal emails. Many companies have lost good business because a customer misunderstood an email, or
felt they did not receive respectful and attentive correspondence from your organization.
Be our guest…
Feel free to copy this document for your internal company use. It’s yours; compliments of Advantage Positioning!
If you want to use this article other then internally, contact us for reprint permission.
2. www.advantage-positioning.com
Street Address 8 Loma Linda, Lakeland, Florida 33813 • Mail Address PO Box 5752, Lakeland, Florida 33807
Phone 863.648.5762 • Fax 863.648.5981 • Email info@advantage-positioning.com
23 rules for corporate email etiquette
Rule 1 – Answer swiftly Your customers’ send you email because they want quick responses. The golden rule for
email is to reply within 24 hours, and preferably within the same working day. If your response email is
complicated, just send an email confirming receipt and letting them know that you will get back to them. This will
ease the customer's mind!
Rule 2 – Use a meaningful subject line Try to use a subject that is meaningful to the recipient as well as yourself. For
instance, when you send an email about a product, it is better to mention the actual name of the product, e.g.
'Product A information' than to just say 'Product information'. It also makes it easier to search for old emails when
the subject line is relevant and specific to the content of the email.
Rule 3 – Don’t abuse the “Reply to All” Only use Reply to All if you really need your message to be seen by each
person who received the original message. Sending off irrelevant or unnecessary replies to everyone on the list is
just annoying and confusing. However, if communication is vital between all parties in an email thread, use the
Reply to All to keep everyone in the loop. If you only use Reply in such a case, the recipient may have to forward
your email to everyone else , which is frustrating and disjointed.
Rule 4 – Use the BCC Field When sending to many people, some people put all the email addresses in the To: field.
There are two drawbacks to doing that: (1) the recipient knows that you have sent the same message to a large
number of recipients, and (2) you are publicizing someone else's email address without their permission.
Instead, consider using the Bcc: field. Put your mailing list group name in To: field in their email (leaving the To: field
blank may look like spam). If you have Microsoft Outlook and Word you can do a mail merge so each recipient
receives their own email, or create a mailing group in your email software if it has that utility.
Rule 5 – Don’t leave out the message thread Include the original mail in your reply, in other words click 'Reply',
instead of 'New Mail'. We all receive many emails and we can't remember each individual email. Leaving the thread
may take a fraction longer in download time, but it saves the recipient time looking for the related emails in their
inbox. Remember, emails are not like regular printed correspondence - the name of the game is to keep it quick and
efficient – so include the thread!
Rule 6 – Read your email before you send it Treat email like any other official company document. Read it before
you send it. Spelling and grammar errors are just as unfortunate in email as anywhere else in your corporate
correspondence. Look out for potential misunderstandings, the tone, and inappropriate comments; we use email
because it is quick and easy but precisely that quickness may cause more trouble than you bargained for!
Rule 7 – Confidential information Email is just too risky a place to include confidential information. Ask yourself if
you would want the content of your email displayed on a bulletin board. Never make libelous, sexist or racially
discriminating comments in emails, even as a joke. Consider implementing a Disclaimer on the bottom of all
corporate emails with statements on Breach of Confidentiality, Virus Liability, etc. (Yes, you can be sued for sending
an email that contains a virus!)
Rule 8 – Abbreviations & emoticons Be careful using email abbreviations such as BTW (by the way) and LOL (laugh
out loud) in business emails. Even today, some people still don't know what they mean, so it's better to drop them.
And emoticons, such as the smiley :-) don't belong in business email unless a relaxed form of communication has
long been established with the customer.
Rule 9 – Don’t attach unnecessary files Wherever possible try to compress attachments and only send attachments
when they are productive. Make sure you have good virus software in place to scan your outgoing emails - a
customer would not be happy if you send them documents riddled with viruses!
3. www.advantage-positioning.com
Street Address 8 Loma Linda, Lakeland, Florida 33813 • Mail Address PO Box 5752, Lakeland, Florida 33807
Phone 863.648.5762 • Fax 863.648.5981 • Email info@advantage-positioning.com
23 rules for corporate email etiquette
Rule 10 – Don’t forward junk Don't forward chain letters, virus hoaxes, chain email solicitations for charitable causes
even if they sound bona fide, funny pictures and jokes. Would you put these things on your corporate letterhead? I
don't think so. Don't ever send or forward emails containing libelous, defamatory, offensive, racist or obscene
remarks. Just one offensive remark can result in a multi-million dollar court case for you and your company.
Rule 11 – Be concise Do not make an email longer than it needs to be. Email is harder to read than printed
communications. A long email can be very discouraging and can be abandoned before the recipient gets to your final
point all the way down at the bottom. If it has to be long, consider including a synopsis at the top of the email.
Rule 12 – Answer all questions & more Make sure you answer all the questions and pre-empt new questions in your
reply. If you don’t answer all the questions in the original email, you’re wasting your own, your company’s and your
customer’s time. Worse still, you are leaving the customer frustrated. By answering all questions and pre-empting
further inquiries, you are making a great impression and reflecting thoughtful customer service. For example, a
question regarding the types of credit cards you accept can be replied to with the list of cards, information on other
payment methods and even a link to your website order information page!
Rule 13 – Make it personal Did you know that the most effective word in marketing is “you”? Not only should the e-
mail be personally addressed, it should also include personal, i.e. customized, content. For this reason auto replies
are usually not very effective. When you get some questions over and over, such as directions to your office or how
to subscribe to your newsletter, save these texts as response templates and paste them into your message when you
need them. You can save your templates in a Word document, or use pre-formatted emails.
Rule 14 – Use the proper structure & layout Reading from a screen is more difficult than reading from paper so the
structure and layout is very important for email messages. Make your paragraphs short and use blank lines between
each paragraph. When making points, number them or separate each point with blank lines to keep the overview.
Rule 15 – Don’t overuse the High Priority function We all know the story of the boy who cried wolf. If you overuse
the high priority option, it will lose its function when you really need it. Besides, even if a mail has high priority, your
message will come across as slightly aggressive if you flag it as 'high priority'. Likewise, be careful using the words
Urgent or Important in the subject line.
Rule 16 – Do not write in CAPITALS IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING!! This can be
highly annoying, difficult to read and might trigger an unwanted response in the form of a flame mail (you get yelled
back at!). Therefore, try not to send email text in capitals.
Rule 17 – Be careful with formatting Remember that when you use formatting in your emails, the sender might not
be able to view formatting, or might see different fonts than you had intended. 10% of email recipients cannot read
html or rich text email; they can only receive in plain text. So for them, fonts, colors and other fancy formatting is
lost. When using colors, make sure it is easy to read on the background color you have selected. Remember,
monitors vary in color presentation so what may look good on your monitor may be unreadable when displayed on
another monitor.
Rule 18 – Do not request delivery & read receipts This will almost always annoy your recipient before he or she has
even read your message. Besides, it usually does not work anyway since the recipient could have blocked that
function, or his/her software might not support it, so what is the use of using it? If you want to know whether an
email was received it is better to ask the recipient to let you know that it was received.
4. www.advantage-positioning.com
Street Address 8 Loma Linda, Lakeland, Florida 33813 • Mail Address PO Box 5752, Lakeland, Florida 33807
Phone 863.648.5762 • Fax 863.648.5981 • Email info@advantage-positioning.com
23 rules for corporate email etiquette
Rule 19– Do not recall a message Chances are that your message has already been read. A recall request just looks
silly then. It is better to send an email saying you have made a mistake. This will look much more honest than trying
to recall a message.
Rule 20 – Do not copy a message or attachment without permission Do not copy a message or attachment
belonging to another user without permission of the originator; you might infringe on copyright laws.
Rule 21 – Avoid long sentences As mentioned earlier, email is harder to read than printed material. People don’t give
email the same brain power as they do when reading for example a letter. Try to keep your sentences to no more
than 15-20 words.
Rule 22 – Keep your language gender neutral it is correct today to avoid sexist language such as: “The customer
should bring his car to our service department for an oil change”. You can use “his/her” or keep it neutral by
rephrasing the sentence: “The customer should bring the car to our service department for an oil change”.
Rule 23 – Don’t reply to spam Spam may make you furious and you may want to reply with “flame mail”. Many
spam emails are sent to confirm that your email address is still valid, and by replying you are only making yourself
known to dubious marketers which may result in even more spam. Just delete the spam, or use anti-spam software.
Email Marketing Tip! Design a corporate email signature that all employees use. Include your marketing
slogan or sales pitch, address, phone numbers and other vital contact information. You can even insert
your logo for maximum impact! Have fun with your signature but don’t go crazy with fonts and colors;
keep it to your corporate font and colors for full branding.