email etiquette

The most important email etiquette tips: (the list is not exhaustive, but these points are the most crucial).

1. Be concise and to the point
2. Answer all questions, and pre-empt further questions
3. Use correct spelling, grammar & punctuation
4. Give your email a personal touch, but do not be ‘over-familiar’
5. Use templates for frequently used responses
6. Reply swiftly to received emails
7. Do not attach unnecessary files
8. Use a proper structure & layout
9. Do not overuse the high priority option – people stop believing it if it’s used too often!
10. Do not write in CAPITALS
11. Don’t leave out the message thread
12. Add disclaimers to your emails
13. Read the email carefully before you send it
14. Take care with abbreviations and emoticons – they can cause confusion and annoyance
15. Do not forward chain letters – they can often carry viruses
16. Do not request delivery and read receipts
17. Take care with rich text and HTML messages
18. Do not copy messages or attachments without permission
20. Email should not be used to discuss information of a confidential nature
21. Make sure your subject heading is meaningful and appropriate
22. Use active rather than passive language
23. Do not overuse ‘URGENT’ & ‘IMPORTANT’ in your emails
24. Keep sentences short where possible
25. Never send or forward libelous, defamatory, offensive, racist or obscene email materials.
27. Don’t forward virus hoaxes and chain letters
28. Language should be kept gender neutral
29. Never reply to spam
30. Use cc: field sparingly