This document discusses email etiquette rules, with a focus on forwarding etiquette. It provides guidelines for proper email composition and content in professional settings. The key rules covered are: including an informative subject line; avoiding all capital letters; not discussing confidential information; being careful with abbreviations and emoticons; adding a signature; thinking before sending; keeping fonts classic; considering relevance and potential impact before forwarding; and remembering emails can be kept permanently.

1. THIS IS A DISCUSSION ON
EMAIL ETIQUETTE, WITH A
FOCUS ON FORWARDING
ETIQUETTE
Email Etiquette

2. What is etiquette?
The rules which indicate the
“correct” way to behave in a
certain time and place.
Email etiquette is especially
important in the work place

3. Basic Email
Etiquette Rules

4.  Why is a subject important?
 It informs recipient what the email is
about.
 Examples of a good subject line include
"Meeting date changed," "Quick question
about your presentation," or "Suggestions
for the proposal."
Rule #1: Always include a subject
and use the recipient’s name in the
greeting

5. WRITING IN ALL CAPITALS CAN CONVEY THAT
YOU ARE SHOUTING IN YOUR MESSAGE, AND
NOBODY LIKES TO BE YELLED AT. CONSIDER
OTHER WAYS TO GET YOUR MESSAGE ACROSS
WHILE CONVEYING ITS IMPORTANCE. USING
ALL CAPITALS CAN BE ANNOYING AND
TRIGGER AN UNINTENDED RESPONSE.
Rule #2: Do not write in ALL
CAPITALS

6. Rule #3: Do not use email to
discuss confidential information

7. • Save abbreviations like LOL (laugh out
loud) or IDK (I don’t know) for text
messages among friends.
• Some may not understand your
abbreviations
• Not professional
Rule #4: Take care with
abbreviations and emoticons 

8. RULE # 5: Include a signature
block.

9. " Y O U D O N ' T W A N T T O S E N D A N E M A I L
A C C I D E N T A L L Y B E F O R E Y O U H A V E F I N I S H E D
W R I T I N G A N D P R O O F I N G T H E M E S S A G E , "
P A C H T E R S A Y S . " E V E N W H E N Y O U A R E
R E P L Y I N G T O A M E S S A G E , I T ' S A G O O D
P R E C A U T I O N T O D E L E T E T H E R E C I P I E N T ' S
A D D R E S S A N D I N S E R T I T O N L Y W H E N Y O U
A R E S U R E T H E M E S S A G E I S R E A D Y T O B E
S E N T . "
RULE. Add the email address last.

10. If you answer yes to all of these
questions:
• Is this relevant to the work my
organization is doing?
• Will the office benefit professionally from
this information?
Rule #5: THINK before you
send
Okay to send!

11. P U R P L E C O M I C S A N S H A S A T I M E A N D A
P L A C E ( M A Y B E ? ) , B U T F O R B U S I N E S S
C O R R E S P O N D E N C E , K E E P Y O U R F O N T S ,
C O L O R S , A N D S I Z E S C L A S S I C .
T H E C A R D I N A L R U L E : Y O U R E M A I L S S H O U L D
B E E A S Y F O R O T H E R P E O P L E T O R E A D .
" G E N E R A L L Y , I T I S B E S T T O U S E 1 0 - O R 1 2 -
P O I N T T Y P E A N D A N E A S Y - T O - R E A D F O N T
S U C H A S A R I A L , C A L I B R I , O R T I M E S N E W
R O M A N , " P A C H T E R A D V I S E S . A S F O R C O L O R ,
B L A C K I S T H E S A F E S T C H O I C E .
Keep your fonts classic.

12. • Could this information hurt/embarrass/offend
someone?
• Email should not be used for confrontation/yelling/reprimanding
• Could this email be misinterpreted in a bad way?
• Is this information important to share in the
workplace ?
• Could this email get me into trouble?
But if you answer NO to any of
these…
Part of Rule #5: Do NOT send!

13. What is the purpose of email in the workplace?
 Quick communication
 Share PROFESSIONAL information
 Keep records of communication
It is NOT for:
• sharing funny email forwards that your friends send
you
• sharing political or religious views
• harassing coworkers
• inappropriate conversations

14. Rule #6: Do not Forward
unnecessary/unrelated Emails

15. Rules for Forwarding
1. If you cannot take the time to write a personal
comment at the top of your forwarded email to the
person you are sending to – then you shouldn’t
forward it at all.
2. Think carefully about if what you are forwarding
will be of value, appreciated or humorous to the
person on the other side.
3. If an email tells you to “Forward to everyone you
know/love/all of your family” do NOT forward

16. Forwarding
Is it a good idea to forward
emails that promise money or
goods?
Should you forward emails to as
many contacts as possible?

17. Example 1: Would this email be relevant to
someone?

18. Example 2: Would this email be relevant to
someone?

19. Example 3: Would this email be relevant to
someone?

20. REMEMBER: When you send
an email to someone, they are
getting a copy that they can
keep…forever.