The document discusses email etiquette and proper email communication. It emphasizes being professional, efficient, and avoiding potential legal issues. Some key points include using a professional tone and font, having a clear and meaningful subject line, responding to emails promptly, avoiding sarcasm or rude jokes, and considering whether email is the appropriate medium for sensitive topics or complex information. The document provides tips for email content, signatures, attachments and when to use alternatives to email.

1. Email Etiquette

2. Introduction
Email is written communication
Determine why you are writing this email. Is this an
appropriate medium?
Email is like a letter…and even more like a postcard

3. Why is Email Etiquette Important?
Professionalism: We interact more and more with
the written word all the time ,by using proper email
language your company will convey a professional
image.
Efficiency: emails that get to the point are much
more effective than poorly worded emails.
Protection from liability: employee awareness of
email risks will protect your company from costly
law suits.

4. The Basics
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
Respond to emails within the same time span you
would a phone call
Use a professional font, not decorative
Be cautious about sending personal information

5. Email is the wrong medium for: Sensitive Topics
These deserve face-to-face conversation
Anything funny or possibly inappropriate
Complex Information
Send this as an attachment
Or make a phone call
Basics, Continued

6. Subject
Should be meaningful and 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
When changing the subject, start a new message

7. Responding
Respond in the same time frame you would respond
with a phone call
Be conscious of responding to the sender or Reply to
all
Be conscious of your recipient
Don’t expect an immediate response

8. Tone
Write in a positive tone
When I complete the assignment versus If I complete
the assignment
Avoid using negative words
Use smiles , winks ;-) and other graphical symbols
only when appropriate
Use contractions to add a friendly tone
Use please and thank you

9. Content
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
Try to keep the email brief.

10. Content Don’ts
Don’t use sarcasm or rude jokes
Don’t respond if you are upset. Take some time to
cool off and consider appropriate response.
Don’t attach unnecessary files
Don’t use CAPITALS
Don’t leave out the message thread
Don’t use long sentences
Don’t click send before editing.

11. Attachments
When you are sending attachments, include in the
email the filename, and what it contains
Consider sending files in rich text format (rtf) or
portable document format (pdf) to ensure
compatibility
Attachments often carry viruses

12. Signature
Identify yourself
Keep it short
Ensure a quote or tagline is appropriate for everyone
to see
A “sign-off” feature that allows the sender to
create additional information for the receiver

13. What’s in a Name?
What does your email address say about you?
Should be appropriate to the audience
Consider your first initial and last name

14. Professional Image Closings
Every email deserves a closing: Thank you, Sincerely,
Warm regards, Thanks , Best
Make sure you complete the signature line

15. 4 D’s
Do it (2 minutes or less)
Delegate it (forward function)
Defer it (Flag it, e.g., all scheduling requests
Deposit it (Into a file folder)

16. When Email Won’t Work
There are times when you need to take your
discussion out of the virtual world and speak to the
recipient in person

17. Thank you