How to Practice Good Email Netiquette

Member

By Althea DeBrule
User-Submitted Article

Article Rating: (4 Ratings)

The use of common courtesy when communicating online or in email is called Netiquette (net etiquette). How we speak to others in emails is a testimony to our credibility, professionalism, values and work ethic. Nothing is more off-putting than someone who comes across as rude, curt, or arrogant in an email. To make your email effective and avoid being perceived as insensitive and unprofessional in your correspondence, follow these email guidelines.

Difficulty: Easy

Instructions

Things You'll Need:

Email Account
Computer
Common Courtesy

Step 1

Don't yell or scream. Did you know that typing in all caps is considered yelling or screaming online? Most people are used to reading things in lower case letters with a capital letter at the beginning of sentences or when using proper nouns. If you wish to emphasize a particular word or phrase, capital letters may be used, but do so sparingly.
Step 2

Fill in the subject box. Ever received an e-mail where the subject box was left blank? You're not sure whether to read the email or to delete it. Most people will delete it unless they personally know the sender. Filling in the subject box with a clear and concise description of what your email message contains increases the chances of your message being read and acted upon. These email tips, if followed will enhance your effectiveness in communicating online.
Step 3

Offer a friendly greeting. When writing a personal message, it's okay to begin your emails with a salutation such as "Hello" or use the person's first name. For business email correspondence, you should check with your company's email policy. In any case, be considerate of the person who will receive your email. Think about how you would like to be treated and then use greetings that express who you are.
Step 4

Check your spelling. Resist the urge to push the "send" button before you have had a chance to re-read your message at least twice and check for spelling or grammar at least once. Your goal should be to consistently produce email messages that are readable and actionable.
Step 5

End on a good note. Thank your reader in advance for responding to any request(s) you have made, and close your emails with an appropriate courtesy such as: “Regards", "Sincerely", etc. You may have a special phrase you like to use that gives the reader a clue to your personality. For example, when sending emails to my embroidery buddies, I use the phrase, "Happy Stitchin".
Step 6

Respond promptly. Always respond as quickly as possible (within 48 hours), unless there is an emergency. If you are going to be out of town and will be unable to access email communication, you may choose to use an auto response message that lets your reader know when to expect a reply.
Step 7

Watch your language. Under no circumstances are you to use foul or crude language in your emails. There is no excuse for this type of behavior. No matter how rude or crass someone may be to you in an email, you should rise above this and respond (if appropriate) in a courteous manner without name-calling or sarcastic statements. Make your words as clear, direct and objective as possible. If you mistakenly offend someone or have misinterpreted a message, offer a sincere apology. Remember to never assume what the sender means. Instead, take the message at face value.

Comments

MrBB said

Flag This Comment

on 6/23/2008 This is a good article. Something else to consider is being sure you include a specific subject line if you are emailing someone for the first time. With all the SPAM out there someone may overlook your email if your email address isn't obvious and your subject line is ambiguous.