Tuesday, June 24, 2008

Why do you need email etiquette?

Why do you need email etiquette?

A company needs to implement etiquette rules for the following three reasons:

1. Professionalism: by using proper email language your company will convey a professional image.
2. Efficiency: emails that get to the point are much more effective than poorly worded emails.
3. Protection from liability: employee awareness of email risks will protect your company from costly law suits.

What are the etiquette rules?

There are many etiquette guides and many different etiquette rules. Some rules will differ according to the nature of your business and the corporate culture. Below we list what we consider as the 32 most important email etiquette rules that apply to nearly all companies.

32 most important email etiquette tips:

- Be concise and to the point
- Answer all questions, and pre-empt further questions
- Use proper spelling, grammar & punctuation
- Make it personal
- Use templates for frequently used responses
- Answer swiftly
- Do not attach unnecessary files
- Use proper structure & layout
- Do not overuse the high priority option
- Do not write in CAPITALS
- Don't leave out the message thread
- Add disclaimers to your emails
- Read the email before you send it
- Do not overuse Reply to All
- Mailings - use the bcc: field or do a mail merge
- Take care with abbreviations and emoticons
- Be careful with formatting
- Take care with rich text and HTML messages
- Do not forward chain letters
- Do not request delivery and read receipts
- Do not ask to recall a message.
- Do not copy a message or attachment without permission
- Do not use email to discuss confidential information
- Use a meaningful subject
- Use active instead of passive
- Avoid using URGENT and IMPORTANT
- Avoid long sentences
- Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
- Don't forward virus hoaxes and chain letters
- Keep your language gender neutral
- Don't reply to spam
- Use cc: field sparingly

Example; - Do not write in CAPITALS

IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Therefore, try not to send any email text in capitals. Using all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.

For further info : http://www.emailreplies.com/
Related posting, click here.

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