Chapter 3 - Networking and Group Computing | E-mail Etiquette and Tips It is important that one follows appropriate etiquette when sending e-mail. It saves time for the recipient and prevents misunderstandings or hurt feelings. Some considerations: -
Indicate the topic of your message in the subject area; -
Review before sending. Your manner of responding will create an impression on others; -
Use sarcasm and humor with care - it could be misinterpreted; -
CAUTION: An e-mail factual presentation can seem cold and even evoke anger from a recipient. Remember there is no inflection or facial read in e-mail; -
Keep the message to the point and brief. Reread it to ensure your message will not be misunderstood; -
Label messages as urgent, ASAP, etc. only when needed; -
Use a spellchecker; -
Do not put messages in all caps - it is considered shouting; -
Signature files should include name, address, phone number and e-mail address; -
Limit the recipients of e-mail to only those who need to know. Don’t waste people’s time; -
Use the return receipt; -
Check e-mail daily just like voice mail; -
Prevent e-mail overload by using filtering features and folders; -
Do not send e-mail when you are angry; -
Excessive use of e-mail wastes time for both the sender and receiver; -
E-mail can be altered and signatures changed - check with the alleged sender if there is any question; -
E-mails can be discovered and used in litigation. Assume everyone will be reading your e-mail. Passwords do not protect e-mails from being read. E-mail is not private; -
Assume that it will never be destroyed and that there will always be a copy on someone’s server or backup system; -
Remember that an employer generally reserves the right to review and disclose all e-mails messages sent over their system. Do not use e-mail when interpersonal communication is required; -
Backup needed e-mail messages - some programs automatically delete them after a certain number of days. Follow policies on the personal and nonbusiness use of e-mail. -
Permanent E-mail Address - To obtain a permanent e-mail address obtain a unique domain name. Besides identifying your address on the web, a domain name can be used as your e-mail address. For example, if your domain name is crimlaw.com then your e-mail address can be
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. If you switch ISP’s, then your domain name and e-mail address will follow you to the new ISP.
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