Email Etiquette
Find a downloadable PDF version of this guide here
TIPS:
- Be aware of tone. Email seems a lot more casual than it is, so many are tempted to relax their professional standards.
- If your email is going to be exceedingly complicated, you might want to speak over the phone or in-person instead.
- When using an acronym that might not be familiar to the recipient, it's best to spell it the first time you refer to it.
- When in doubt, about the clarity of your message, or tone you might be conveying, have someone read it over. It's always better to err on the side of caution!
Do
- Know your audience. Your e-mail greeting and sign-off should be consistent with the level of respect and formality of the person who will be reading it - mirror the language they speak and the relationship you have with them (formal vs. relaxed).
- If they emailed you first, notice how they signed off and then you can address them the same way
- Conclude with "Best regards," or "Thanks"
- Keep emails brief and to the point but be sure to include any relevant information that the recipient will need to know.
- Include a brief description of any attachments you've included
- Be sure to maintain conversation threads when replying; this helps everyone keep track of what's happening
- Think about who should know about the information you're providing and CC them.
- CC stands for Carbon Copy; contacts that you CC will see the email as well but the idea is that it's not meant for them and they don't need to reply, only see.
- Consider using BCC when emailing a sizeable group of people, to ensure privacy.
- BCC stands for Blind Carbon Copy; contacts that you BCC will see the email as well but nobody else will see that they can see the email.
- When sending an email that requests action from multiple people, be clear about who is responsible for taking each action.
- Check and return emails promptly, even if only to say, "I received your message but won't be able to give it my full attention until next week".
- Include a signature containing your full name, department, and phone number. Not only does an official signature add validation to your email, but it also lets people know how to reach you, without having to search.
- Most email providers have the option to configure a signature. This way you won't have to write it out every time you want to sign-off.
听
- Set up an Automatic Reply / Out of Office automated message before going away on vacation.
- Spell check, spell check, spell check!
- When sending an email containing confidential content, always make it clear by stating that the email should not be forwarded or shared.
- Use a subject line that reflects what your email is about. A descriptive subject gives you contact an idea of the urgency of your message and makes it easier to track later on.
- Stay organized by using folders to help manage your emails. Doing so makes finding emails much easier.
- Make sure your emails are properly formatted and easy-to-read. If you have a lot to say, either make a bulleted list or attach a separate file.
听
Don't
- Use 鈥淗ey鈥� as your greeting. Instead, use 鈥淗ello鈥� or 鈥淗i鈥�, depending on how well you know the recipient.
- Assume that being 颁颁鈥檇 always requires a response.
- Hit Reply All unless everyone on the email chain needs to read your response.
- How you use reply all completely depends on the situation, so use your judgment. Sometimes, it helps to have everyone on the same page (e.g., one person鈥檚 response has an impact on others).
- Over-email. If you have a question for someone that sits on your floor, try face-to-face communication.
- Rush 鈥搕ake the time to make your emails professional and read them over before clicking send. If your emails are scattered, disorganized, or contain mistakes, your recipients will think that you are also scattered, disorganized or careless.
- Use excessive emoji鈥檚, acronyms, word shortcuts, and excessive exclamation points (4,u, LOL).
- Send emails when frustrated or angry. Emails written to vent, express frustration, or put others down are unprofessional听