Email Etiquette
Lisa Hooker, CCC

Email may be the fastest and most efficient method of written communication, but electronic messages require just as much attention as traditional written business correspondence.

Business email should be as clear and functional as any other company message. Here are some guidelines to follow in business-related email correspondence.

Grab the reader's attention. When deciding what messages to open, readers usually scan the "sent by line," the subject line and maybe the first screen. Avoid urgent messages unless they really are.

Personalize the message. Simply adding a greeting and a closing make it more personal. The formality depends on the recipient, as well as the content and purpose of the email.

Make the email message easy to follow. Avoid lines that run off screen or wrap oddly. Avoid stylizing text with underlines and bold. Use short, logical paragraphs, hopefully that fit on one screen. Otherwise, put the most important info at top and work down.

Use correct spelling, grammar, capitalization and punctuation. Refrain from using all capital letters, as it is the same as shouting. Proofread carefully and use spell-check for better accuracy. And while the cute abbreviations such as LOL (laugh out loud) and smiley face icons may enhance your private email, avoid them in business correspondence. It's unprofessional.

Before sending a message with a large attachment, first alert the recipient.

Respect others e-space by sending only legitimate messages - while a joke may seem funny or a chain letter may seem worthwhile, eliminate them in the workplace.

Make it easy for the recipient to respond to your message by clearly stating the type of response that is required and the necessary time frame.

As an email recipient, check your email often and regularly clean out your mailbox. Respond to messages promptly. Quote a previous email when responding to requests or questions. It's also helpful to update the subject line when replying. Don't clutter other email boxes by hitting the "reply all" button. Is it really necessary that everyone receive your reply, or can it be directed to one person?

And remember, email in the workplace is not necessarily private and "delete" does not always mean deleted. Copies of messages often reside on the company's computer system long after you have hit the delete button.
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