Email Etiquette 101

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E-mail Etiquette - 101

• Created by Kristy Watkins - Carter

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What is e-mail?

• Electronic mail or e-mail is a system of
  world-wide electronic communication in which a
  computer user can compose a message at one
  terminal that is generated at the recipient's
  terminal when he or she logs in.

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Guidelines

• Follow these guidelines
• Have a subject
• Get straight to the point
• Spell check
• Email only necessary parties
• Include a signature
• Disclaimer (optional)

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Subject

• Every email should include a subject
• Subject should allude to the body of the message
• Subject should be short and to the point
• Certain subjects can be in all caps to draw
  attention to the e-mail

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Getting to the Point

• Recommendations
• Dont write a novel
• Use only information relevant to the subject
• Use acronyms with people who are familiar with
  the meaning. When in doubt spell it out!

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E-mail check

• Spell check all e-mails before sending them out
• Proofread your entire message before hitting the
  send button
• Make sure all files are attached before sending
• If you are unsure about grammar, just copy and
  paste the message into MSWord to check

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The e-mail goes to

• Email only necessary parties
• You should not send an email to a distribution
  list if you are only intending for one person to
  respond or read the email.

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The Signature

• Sample signature
• Timothy Brown
• timothybrown_at_myemail.com
• Title (optional)
• Association (optional)

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Disclaimer
1 of 2

• Purpose
• Disclaimers can reduce the liability on an
  individual, company, or organization to be sued
  for flaming or libelous information sent via
  electronic mail.
• Uses
• Legal
• Marketing

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Disclaimer
2 of 2

• Example
• This message is intended only for the named
  recipient. If you are not the intended recipient
  you are notified that disclosing, copying,
  distributing or taking any action in reliance on
  the contents of this information is strictly
  prohibited.

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E-mail terminology
1 of 3

• Flaming is an e-mail message, either public (to
  a list) or private, meant to offend, usually in
  response to something the flamer does not agree
  with. Its an argument via email.

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E-mail terminology
2 of 3

• Offline notice a notice to everyone that you
  will not be in to check your e-mail. An offline
  notice should be short and to the point.
• Example
• Subject Offline or Out of office
• Message I will be offline from (dates). I
  can be reached at (phone number).

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E-mail terminology
3 of 3

• STOP YELLING AT ME!
• Shouting
• Typing and e-mail or texting in all CAPS

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Turn around time

• All e-mails and phone messages should be returned
  within 48 hours.
• Example
• I have received your email however, I am
  unable to give you a detailed response at this
  time. Please allow me the opportunity to respond
  later. Thank you.

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More about e-mails

• Dont ignore an e-mail make sure that you read
  the e-mail for content make sure that you
  understand the message before you delete it.
• Never assume that your e-mails are confidential.

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Reply to e-mails

• If someone sends you an e-mail that requires a
  response, you should reply and send the
  information upon the senders request.

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Other E-mail Tips

• Be aware of Fraud mail
• Dont open attachments from unfamiliar places
• Make sure you attach your files before you send
  the message
• Add all addresses to your address book

• Check your e-mail frequently
• Create folders for special e-mail messages
• Create a separate e-mail account for non business
  related mail
• Save sent items to a CD

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Emoticons

• -)
• -)
• -(
• -)
• gt-gt
• -
• -O
• - 1
• -\
• - 0

• Basic smiley
• Winking
• Unhappy
• Drooling
• Devilish
• Tongue tied
• Yawning
• Whatever
• Tired
• Talkative

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Test your e-mail knowledge

• What are the five things that every e-mail
  should include?
• What is it called when a person sends an e-mail
  in all CAPS?
• How can you avoid receiving flames?
• How often should you respond to e-mails?
• Should a person reply to all e-mails? Explain.