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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 This e-mail address is being protected from spambots. You need JavaScript enabled to view it . If you switch ISP’s, then your domain name and e-mail address will follow you to the new ISP.
 

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