E-Mail Etiquette

DO

Take time to prepare concise, careful, and correct messages that do not frustrate receivers.

Include clear subject lines that ensure your message will be opened.

Use identifying labels in the subject line, such as "ACTION" (response required), "FYI" (information only, no response required), "RE" (reply to another message), and "URGENT" (please respond immediately).

Get the address right. Use your address book whenever possible.

Use friendly and clear salutations.

Announce and characterize attachments.

Obtain approval before forwarding messages.

Use design to improve the readability of longer messages. Use side headings and bulleted lists (with asterisks).

Resist humor and tongue-in-cheek comments. Without the nonverbal cues conveyed by face and voice, humans can easily be misunderstood.

Send copies only to concerned individuals.

Assume that all company e-mail is monitored.

DO NOT

Dash off sloppy messages with misspelled words, haphazard punctuation, and incomprehensible organization.

Employ useless brief and generic subject lines such as "Hi!," "Hello," or "Important!"

Send "spam"–unwanted commercial messages.

Waste time and bandwidth by sending "jokes du jour."

Make extensive use of all capital letters (which is like shouting) or all lowercase letters (which looks unprofessional).

Send anything you wouldn't want published.

Respond when you are angry.

Use e-mail to avoid seeing people in person, especially when sensitive issues must be discussed.

Use company computers for personal e-mail messages.