This document provides guidelines for proper email etiquette. It emphasizes being professional, efficient, and thoughtful with email communications. Key points include using a formal tone for emails, choosing words carefully, proofreading messages for clarity and typos, and assuming emails could be publicly viewed. Attachments should be explained and in compatible formats. Responses should occur in a timely manner similar to phone calls. Overall, the document stresses constructing emails with an appropriate tone and being mindful that emails can easily be misinterpreted without nonverbal cues.

2. ◦ Professionalism.
◦ Efficiency.
◦ Security (Know your internal policies)

3.  Netiquette - network etiquette or Internet
etiquette
Difference: Levels of formality
Most people view email as more formal
than a phone call
less formal than a letter

4.  We all interact with printed word as though it is
personally and your personality makes your email
positive or negative impressions upon you.
 Its true that we interact more and more with the
written word all the time
 Your email document could be easily misinterpreted
by your reader, so it is crucial to follow basic rules of
etiquette to construct an appropriate tone.
 Email is still a formal correspondence

5.  Think twice about whether or not the content of your email is appropriate for
virtual correspondence - once you hit Send, anyone might be able to read it
 Use a professional font, not decorative
 Be cautious about sending personal information
 Be thoughtful and respectful on what you write
 Choose your words carefully
 Don’t assume reader might take it as a joke or sarcasm
 Assume everything you write is a public document
 Use proper grammar and sentence, avoid talking about other people on
emails.
 Do not expect or demand for immediate response
 If email is unclear, ask politely for clarification or suggest discussing the
matter in person.
 Don’t use message / chatting slangs

6. To your Clients / Management – Dear
To your Colleagues – Dear or Hi
No nonverbal cues, which
account for 65 - 93 percent
of message
 No nonverbal cues Tone becomes crucial

7.  Should be meaningful
 Should give your reader an idea of the
content of the email
 Should be appropriate, because anyone can
look at the subject, even if the recipient
chooses not to open the message
◦ For example: Confidential: Sale numbers for
October
 When changing the subject, start a new
message

8.  Respond in the same time frame you would
respond with a phone call
 Be conscious of responding to the sender or
Reply to all
◦ Do not overuse Reply to all
 Be conscious of your recipient
 Don’t expect an immediate response

9.  Write in a positive tone
 When I complete the assignment versus If I
complete the assignment
 Avoid using negative words
◦ Words that begin with “un, non, or ex” or end with
“less”
 Use smiles , winks ;-) and other graphical
symbols only when appropriate
 Use contractions to add a friendly tone
 Use please and thank you

10.  Check your grammar and spelling
 Use proper structure and layout
 Be efficient
◦ Emails that get to the point are much more effective
 Address all the questions or concerns to
avoid delays
 Read the email before you send it
 Plz Don’t Abbrvt.
 Try to keep the email brief (one screen
length)

11.  Use sarcasm or rude jokes
 Respond if you are upset. Take some time to
cool off and consider appropriate response.
 Attach unnecessary files
 Use CAPITALS
 Leave out the message thread
 Use long sentences
 Leave irrelevant information

12.  When you are sending attachments, include in
the email the filename, and what it contains
◦ Attached: “Project3Proposal.doc” with my proposal.
 Consider sending files in rich text format (rtf)
or portable document format (pdf) to ensure
compatibility
 Attachments often carry viruses

13.  Identify yourself
 Keep it short
 Ensure a quote or tagline is appropriate for
everyone to see
What do I write before my name?
Thanks,
Thanks very much,
Best,
Sincerely,

14.  Consider your first initial and last name
 First name, if you know them well
 Full name, if you don’t know them very well

15.  Don’t reply to spam
 Replying confirms that the address is ‘live’

16.  Schedule a few days in advance when
possible.
 Avoid writing “today” or “tomorrow.” You
don’t know when the end user views your
email

17.  When is it necessary?
 Cannot meet a deadline
 Must reschedule an appointment
 Missed a meeting What information should be included?
Only what is necessary for the receiver to know
Example: If you are sick, do not include the details.
How you will solve the problem
Finish the Sentence
I’m sorry about… I’m sorry for… I’m
sorry that… I’m sorry to… I apologize
for… I apologize that

18.  Email is easily misunderstood.
 Be sure to hit “reply” rather than “reply to all”!
 Do not discuss confidential information in emails.
 If you are writing a very important message, fill in
the address LAST. That way, you can’t accidentally
send the message before you’re ready.
 Consider leaving the message in your “drafts” box
for a day and then editing it again before sending.