Email Etiquette
- Always use a descriptive subject line that relates to the subject of the message.
- Keep your messages brief and to the point. Email is normally not the place for long, rambling essays.
- Keep in mind that it’s easy to misinterpret written language. Without the cues that we get from face-to-face communication, it is easy to get the wrong idea.
- NEVER USE ALL CAPITAL LETTERS! It is the equivalent of shouting and is considered rude.
- Never send an email to all of your contacts with the email addresses visible to all of the other recipients. It’s a breach of privacy to expose email addresses to everyone. Use BCC (blind carbon copy) to keep other email addresses hidden.
- Don’t use Reply All unless you really want to send your reply to the entire group.
- Check for errors in grammar and punctuation when sending emails. You can get away with smiley faces and abbreviations when sending emails to friends and family but be professional in the workplace.
- Don’t forward chain emails, spam, virus warnings, etc. Over 70% of email is spam, and many of them are hoaxes. Check out suspect emails on urban legend sites like www.snopes.com or www.factcheck.org.
- Answer email promptly. Even a simple “Thanks” lets a sender know you’ve received the message.
- Remember that email is not private—and you can’t “take it back.” Be careful with what you write about other people. Don’t send email when angry or upset.