Email Etiquette

Email Etiquette

Email messages are a common element of professional workplace communication. Email creates more efficient communication within an organization and with individuals outside of the organization. Proper use of email has become an essential business skill. It’s likely you will use email to communicate with others, including your boss, colleagues, clients, or prospective employers. Because your correspondence reflects you, be aware of and practice basic email etiquette. Only send your mail to involved parties. Copy or CC the message only to individuals who are involved with the information presented. Blind copy, or the BCC, should only be used in rare circumstances, such as if the information involves legal implications. Since mail-all’s are usually sent to all employees in a company, only use when every employee needs to know company or department information. After you have determined who will see your message, inset an identifiable subject line so the receiver knows what the email is regarding. The subject line should clearly state the purpose of the email and follow the same formatting rules as the subject line of the memo, initial cap each word, do not use “hi” or “hello” as the subject. Because of the spread of computer viruses, it is inappropriate to use the words “urgent”, “important”, or “test” as a subject line.

Write your message in a factual and brief manner related to the topic in your subject line so the recipient knows what you want them to do with the information. Use proper spelling and grammar. Even if only attaching a file, include a brief statement referring to the attachment. Do not leave the message empty. If you have not created a professional, automatic signature, add your name at the end of the message.  When composing or responding to business related emails, keep it professional. Emoticons, such as happy faces embedded in email messages are not appropriate. Shorthand, such as “c u later,” might be useful when you’re texting your friends, but has no place in a business environment. When you are done composing, review your message to ensure it is accurate, positive, and factual. Spell check and proofread all messages prior to sending. Also, reread and think about the message before you send your message to ensure that it cannot be interpreted inappropriately.