The nine golden rules of email etiquette by Diana

1. Keep e-mails short and to the point

Office e-mail has a specific business purpose such as getting results, communicating an important fact or getting a response. The chances of quickly accomplishing that purpose increase when your e-mail is short, easy to understand and gets to the point.

2. Write the action you are requesting and topic in the ’subject’ line

Describe what you need the recipient to do and the topic in the “subject” line. Something short and to the point. For instance: “Please review Jones proposal letter;” or “Need blueprint for Jones project.” By clearly identifying the purpose of your e-mail in the subject line, the recipient will quickly know what you are writing about; it’s easy to find; and it separates your e-mail from spam.

3. Check your grammar and spelling

Grammar and spelling are often overlooked, but remember that your e-mail may be going out to a client, a prospective client, your employees or maybe your boss. You want to look smart, not sloppy. Use any built-in spell check before sending an e-mail.

4. Be cautious. Think before you send an e-mail

It’s so easy to hit the “reply” button and write a message. This can be a problem if you act spontaneously. Temper and tone matter.

In most instances, once an e-mail is sent, it’s gone. You cannot take it back. So if you have written any harsh words or forwarded an inappropriate e- mail to several colleagues and inadvertently added your boss’s name to the distribution list, once you hit “send” they will be reading it shortly.

5. Remember that e-mail is not private

When you send an e-mail to someone, it goes through many networks before it reaches your recipient and may even leave copies of your e-mail on a server, which can be accessed. It may seem as though you are communicating only with that person (and in most instances you are); however, your e-mail can be forwarded by the recipient to others.

A number of companies, including Verizon, offer e-mail encryption products, which encrypt a sender’s e-mail message and digitally sign it. The services also verify and authenticate that the message has not been altered and prevent it from being opened by anyone except the intended recipient. Additionally, users can lock e-mails so that they cannot be viewed by others.

6. Use out of office response, if available, to alert others of your absence

Many e-mail systems and services let you set up an automatic reply advising senders that you are not available. For efficiency of communications, trigger this auto-reply tool when you are away so senders know not to expect a timely response.

7. Keep it strictly business

It is best not to use the business e-mail systems for personal communication. Use your personal e-mail instead.

8. Be courteous, considerate and responsible when writing an e-mail message

Communication via e-mail is often considered informal, but you shouldn’t treat it that way. Remember, your e-mail may be going to your boss, your clients, your prospective clients, your colleagues. Be courteous and reply in a timely manner. It’s good to have a signature in your e-mail so the recipient can easily contact you. Additionally, it clearly identifies you and your company. Before e-mailing a large file, it’s wise to alert the recipients to be sure they want the file and in case they need to make room for it.

9. Keep your computer virus free

Lastly, make sure your computer is virus-free because you don’t want to be the person sending everyone a virus.

As an aside, with the success of this book every computer journalist and writer (me included) is thinking “doh”, why didn’t I think of email etiquette as a topic for book? Just goes to show that the next hot topic may be something as unlikely as email…

Source: http://tech.blorge.com/Structure:%20/2007/04/16/the-nine-golden-rules-of-email-etiquette/

xD ha ha