Etiquette Friday – Emails

It’s Friday and the day I request you join me in my campaign for 2012 to change “Casual Friday” to “Etiquette Friday”, to get people and companies involved. If we consciously make an effort every Friday then hopefully it will become a habit every day. I challenge you to make one small change a week and by the end of the year let’s hope we have a more pleasant and positive  society.

Email Etiquette

We all receive scores of emails and no doubt send lots too. Sending an email is quick and easy, less intrusive than a phone call and faster than a letter. However, it is still very important to give the right impression and to be polite and courteous, regardless of whether it is personal or for business.

Tips to consider:

1. Avoid shorthand when writing a message, it’s not a text
2. Keep it brief and concise but use pleasantries and avoid being blunt or rambling
3. Avoid multiple subjects, keep it short and simple; a short note is read and easily understood
4. Don’t use ALL CAPS – it’s like shouting and is harder to read
5. Use a signature with contact information, including your website if in business
6. Check the grammar and any misspellings, use spell checker but don’t totally rely on it
7. Always check the email before sending it

Replying to an email

1. Always reply in a timely manner even if you need to go back again later with further information
2. Don’t reply in anger, allow time to calm down, at least before you send it
3. Reply to those who need to know or request a reply, only reply to all if necessary
4. Take time to write a reply especially if it is important or you need to give information
5. Always reply and thank when the person has been helpful, given you information or done you a favour
6. Acknowledge an email when requested
7. When replying several times, delete previous messages where appropriate to avoid long emails and size.

When writing an email at work, remember it is not private, always make a good first impression. An email is a form of communication from you and therefore it reflects you as a person.