Whether it be for work or for pleasure, everyone this day and age is familiar with electronic communication, or e-mail. However, do we really know how to use this medium?
Some people say it was easier before e-mail. You could write a letter, edit the letter and have plenty of time to think about it before sending it on to its destination. Now, it's not so easy. You can simply type on your computer, type in a few letters to get the e-mail address, and away it goes. Fast and convenient. However, with this immediate form of communication, simple things such as etiquette and editing sometimes fall to the wayside. So, here are some simple e-rules to help you in this electronic age.
1. Spellcheck, Spellcheck, Spellcheck (oh, and grammar check as well)
Similar to word programs, most e-mail programs have spellcheck. There is nothing worse than being on the receiving end of an e-mail that has poor grammar and not a word is spelled correctly. Basic grammar will suffice, just know how to use commas and the difference between such words as there and their, and it is and it's. If you are unsure, use your favorite search engine to look up grammar rules.
As far as spelling is concerned, sometimes spellcheck is not enough. Certainly run spellcheck before you hit send (actually, you can set up some e-mail programs to do that for you before sending), but make sure you actually read the e-mail before you send because there could be words that are not caught by spellcheck.
Composing an e-mail with proper grammar and spelling will not only make you look professional, but possibly even smarter!
2. DO NOT WRITE...er uh..Do not write in all caps
Writing, or typing, in all caps in the e-mail world is the same thing as screaming at someone. You don't want to hurt your readers' ears do you?
To emphasize a word or two, you can get away with caps sometimes, just don't over do it.
To emphasize a word or two, you can get away with caps sometimes, just don't over do it.
3. KISS (Keep It Simple Stupid)
Be concise and to the point. In fact, longer e-mails can be discouraging to read. If it has to be long, write a letter.
4. Reply All can be your enemy
How many times have you received a long e-mail chain, most of which has absolutely nothing to do with you? Before you hit the "reply all" button, make sure you want ALL of the recipients of the original message to see the message. For example, if you are copied on a question to a bunch of people and just the author needs to know the answer to that question, just reply once to the author. Chances are, the other recipients don't care to see your response if it doesn't affect them.
If you, the author of the e-mail, want to discourage "reply all" you can put the receipients' e-mail addresses in the "bcc" line so they are not visible to the entire list.
5. The Subject Line is your friend
When you read the newspaper, or a blog for that matter, you are drawn in by the headline. Well, think of your e-mail subject line as a headline. Summarize your e-mail in a few words to let your readers know the point of the e-mail so they know what they are getting into. If your e-mail consists of a few simple words, you have the option of putting the entire e-mail in the subject line, followed by "n/t" which means no text. That way, your reader does not have to open the e-mail in order to know what it says.
6. Count to ten before you send
We can all get a little emotional sometimes, especially when your co-worker or boss pushes your buttons. You think it's easier to send an e-mail instead of confronting the offending party. Bad idea! Not only is it unprofessional, there is paper evidence to your meltdown that can be used against you as you are disciplined for your actions or, worse yet, terminated for your actions.
A tip in case you absolutely need to put your displeasure in writing. Type it into Microsoft Word, that way you are venting to your computer. You should make sure you delete that document quickly, and definitely not save it to an office wide document system, so it is not found by someone who can pass it along to the offending party. Better yet, buy a paper journal and write out your frustrations there. By the time you are done writing, you are calmed down and can face the conflict with a clear head.
7. Ask before sending attachments
Many company spam filters and e-mail servers are programmed not to take attachments over a certain size or allowed to take attachments at all. With this in mind, make sure your recipient can receive attachments.
8. Beware of "auto complete" in the address lines of your e-mail
Several e-mail programs have an auto complete feature so you don't necessarily have to look up or type in the entire e-mail address if you've sent an e-mail to the same address previously. This can be a problem, however, if you have sent several e-mails to people with similar names. The lesson here is, pay attention to the address where you are sending the letter. You do not want to inadvertently send a potentially confidential issue to a disinterested party.
9. Plain is better than Fancy-Schmancy
Use plan (Times New Roman or Aerial) fonts in your e-mail, anything fancier may be difficult to translate. Similarly, using special backgrounds and different colors could not only cause the e-mail to not be read correctly, but it looks unprofessional.
10. Do not use IM or Chat language in a business e-mail
LOL, BTW, OMG, and other acronyms do not belong in business e-mails. Use them only in your personal communications.
So, do you have an e-mail horror story or additional tips to share. Please share your experiences or advice by adding a comment to this blog.
If you would like more e-mail tips you can visit the following websites:
101 E-Mail Etiquette Tips
E-mail Mistakes
E-mail Bankruptcy
5 Workplace Commandments
Dangers of "Reply All" Realized
If you, the author of the e-mail, want to discourage "reply all" you can put the receipients' e-mail addresses in the "bcc" line so they are not visible to the entire list.
5. The Subject Line is your friend
When you read the newspaper, or a blog for that matter, you are drawn in by the headline. Well, think of your e-mail subject line as a headline. Summarize your e-mail in a few words to let your readers know the point of the e-mail so they know what they are getting into. If your e-mail consists of a few simple words, you have the option of putting the entire e-mail in the subject line, followed by "n/t" which means no text. That way, your reader does not have to open the e-mail in order to know what it says.
6. Count to ten before you send
We can all get a little emotional sometimes, especially when your co-worker or boss pushes your buttons. You think it's easier to send an e-mail instead of confronting the offending party. Bad idea! Not only is it unprofessional, there is paper evidence to your meltdown that can be used against you as you are disciplined for your actions or, worse yet, terminated for your actions.
A tip in case you absolutely need to put your displeasure in writing. Type it into Microsoft Word, that way you are venting to your computer. You should make sure you delete that document quickly, and definitely not save it to an office wide document system, so it is not found by someone who can pass it along to the offending party. Better yet, buy a paper journal and write out your frustrations there. By the time you are done writing, you are calmed down and can face the conflict with a clear head.
7. Ask before sending attachments
Many company spam filters and e-mail servers are programmed not to take attachments over a certain size or allowed to take attachments at all. With this in mind, make sure your recipient can receive attachments.
8. Beware of "auto complete" in the address lines of your e-mail
Several e-mail programs have an auto complete feature so you don't necessarily have to look up or type in the entire e-mail address if you've sent an e-mail to the same address previously. This can be a problem, however, if you have sent several e-mails to people with similar names. The lesson here is, pay attention to the address where you are sending the letter. You do not want to inadvertently send a potentially confidential issue to a disinterested party.
9. Plain is better than Fancy-Schmancy
Use plan (Times New Roman or Aerial) fonts in your e-mail, anything fancier may be difficult to translate. Similarly, using special backgrounds and different colors could not only cause the e-mail to not be read correctly, but it looks unprofessional.
10. Do not use IM or Chat language in a business e-mail
LOL, BTW, OMG, and other acronyms do not belong in business e-mails. Use them only in your personal communications.
So, do you have an e-mail horror story or additional tips to share. Please share your experiences or advice by adding a comment to this blog.
If you would like more e-mail tips you can visit the following websites:
101 E-Mail Etiquette Tips
E-mail Mistakes
E-mail Bankruptcy
5 Workplace Commandments
Dangers of "Reply All" Realized
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