About Email Etiquette

In the digital age, handwritten thank you notes or letters of correspondence have given way to the wonders of electronic mail, or email. Although email is quick, convenient and free, there is an element of etiquette that should be followed. Making your message clear, grammatically correct and easy to read will ensure that your it is understood.

Features

Sending an email is more causal than a typed or printed letter, but basic etiquette rules still apply. The purpose of sending an email is to convey a message. Making your message understandable requires basic grammar and writing skills. Always address the person you are sending the email to at the start of the message. Start sentences with capital letters. Since the reader can't hear your message, use punctuation to express your thoughts.

Signature

Always sign the bottom of the email, so the recipient knows who the message is from. If the email is business-related, add a signature to the page. The signature should include your company, job title, phone number and any other contact information such as a website, mailing address or logo.

Time Frame

Although there are no official rules dictatinc how fast you should respond to email, most email users do check their email at least once per day, making it easy to respond within one or two days. However, if the email is between business associates who work at a computer with email visible during their workday, they may expect a response within moments of sending the message. When in doubt, refer to the content of the message. If a question has been posed, respond sooner than later.

Style Tips

Avoid using many exclamation marks in an email. This translates to shouting, and may be misunderstood by the recipient. Capital letters throughout an entire word or sentence also resembles yelling. If you're that upset about something, you should probably make a phone call. Emoticons are small graphical representations of emotions. These are a fun way to let the reader know your feelings. Only use these when exchanging informal emails. These are not appropriate on work-related emails.

Benefits

Applying basic etiquette will make your message appear more professional and sincere. If the message is full of typos and broken sentences, and lacks punctuation, your message may not be understood.