How to Use Email Etiquette Every Day

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By cherylphillips
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email etiquette is important

Email is the most popular way to communicate these days but people often forget how to use email etiquette. Whether you communicate by email for business or personally, learning how to use email etiquette every day could very well help you avoid problems in your job or personal life.

You might offend someone and not even know you are doing that by not using proper email etiquette. Poor use of email etiquette has cost many people their job. You do not have to follow every rule, but the basics of using email etiquette could help you avoid a tough situation.

Difficulty: Moderately Easy

Instructions

Step 1

Keep your email brief and to the point. Get your message across in the shortest manner possible. If you have more to say, pick up the phone.
Step 2

proofread your emails

Proofread your emails! We are all in a hurry and have been guilty of pressing "send" before catching a mistake that could cause major confusion.

Read and re-read your email to make sure you get your point across. Aside from checking your spelling, the written word often comes across quite differently than the spoken word. There is no voice inflection when you write so be brief yet clear. Check, check and double check your emails before you send them!
Step 3

Use the Reply to All button only if you really mean it. Hitting reply to all on an email intended for ONE person could have really earth shattering effects. You do not want everyone on the reply list to know that you are thinking of getting a face-lift...or even worse, you hate your boss. You need to be certain of who your email is going to.

Best practice? Instead of replying, start a new email to the people you actually want to reply to!
Step 4

do not forward spam emails

Use good judgement when forwarding emails. There is nothing more annoying than getting bombarded with forwarded emails full of jokes, photos and other senseless emails that state "send this to twenty friends or your luck will run out". Over-forwarding is just like sending spam emails. It is often just NOT welcome!

If you have something that you think is important to others, by all means forward it. Before you do that, remove the miles of "fwd, fwd, fwd" that is already in the email you received. It makes for a frustrating read if you have to scroll through an email full of forwarded addresses before you get to the actual subject.

Only forward what you think people will want to read. Not everyone wants to get an email in-box full of jokes every day.
Step 5

Do not send huge files or multiple photo attachments without asking the recipient first! Some people cannot open large files due to space limitations. Email this person first as a courtesy and ask if they are able to receive a large file or if smaller files are more easily managed.
Step 6

Lose the acronyms if possible. It's fine to abbreviate for expediency, but not everyone has an acronym dictionary that tells them what "LMAO" or "ROTFL" means.

When you are writing a business email, do not use LOL or any of these trendy acronyms. It shows you know how to text but it doesn't exactly speak volumes about your business etiquette.
Step 7

Be kind to the subject line. Use the subject line to give the reader a good idea of what to expect in the email you sent them. Avoid using multiple exclamation points or question marks. Many people read their emails on their cell phones or PDAs so make it short and sweet.

BAD: Read this email NOW!!!!!!!!!!!!!!!!!!!!!!!!!!!
GOOD: Meeting on Upcoming Trip Thurs. 6/11

BAD: Can you believe it???????????
GOOD: Shiela's Baby Arrived Monday at 3pm

Get the point? Keep the subject line brief yet informative.
Step 8

Answer urgent emails quickly. If you can't give a clear answer to an email that someone needs a timely reply on, let them know you received their email. Be considerate and send a quick reply letting the sender know you received their email and will reply as soon as possible. That leaves the "I wonder if they got my email" question out of play.
Step 9

think before sending angry emails

Take a breath. If you are angry, write the email to yourself first. Read it a few times. Do not send something you will regret down the road. Sometimes just typing the email is enough to get it off your chest. Sending it without really thinking it through could have poor results.

Remember: an email is a permanent record. Before you tell someone how much you hate them or squeal to a co-worker that your boss is a real jerk, take a step back. Write it if that makes you feel better but save it. Step away from the email for an hour or more. If you still feel that you can live with the consequences of sending an angry email, then go ahead and send it. Just be prepared for the outcome.
Step 10

Emailing is a great thing when used properly. Keep the basic rules of email etiquette in mind and your emails will be welcome any time!

Comments

martielownberry said

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on 9/2/2009 This is really great advice.

cosmiccowpie said

on 6/14/2009 Excellent article onHow to Use Email Etiquette Every Day. If someone reads your article and follows the steps they will NOT make any mistakes! Great advice.

jamiekucharski said

on 6/14/2009 Excellent way to help people with e-mail etiquette. This has become my primary form of communication, even over a cell phone. I also think that people really need to keep e-mails tight and concise. Maybe I should delicately forward this to a few people...thanks!