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Email Etiquette: More Than Just Manners

Email Etiquette More Than Just Manners We all understand the importance of good "people skills" when it comes to our interpersonal communication - it helps us get the results we need. Our communication determines the opinion others have of Us – knowledgeable or ignorant, pleasant or rude, professional or immature. When it comes to email etiquette, it's not as easy to control how others perceive us, and yet it's even more important. Why? Because what you write and how you use email can affect whether your email gets delivered, read, or responded to - and what that response is! 15 TIPS TO BETTER EMAIL ETIQUETTE Think, write, and think again. Use a meaningful subject line. The beginning, and the end. Always use a salutation, even if it's short, like "Hi", or "Hello", or "Dear", whatever works best for the intended recipient. Don't forget the end of your message too! Always sign your messages with your name, and say "Thank You", or "Sincerely" or the like. Email is a static, one-way chan- nel – unlike live communication, there's no way to get immediate feedback (from facial expres- sions or voice responses) to know if we are being effective or even understood. So think twice This is the first thing your reader sees. Use a subject that relates to the message you're sending. Without a subject line your note will probably be seen as an- other piece of junk mail. Avoid generic words like "Hi" or "Check This Out". before hitting the send key. Protect your recipients identity. Give memory Use the 'Read a helping hand. Receipt' sparingly. In normal day-to-day activities you should not request a read receipt for every message you send. Not only is it annoying to the recipient, but don't forget - just because they have received it doesn't mean they have actually even read it. If your email is being sent to just one person, use the "To:" field. When your email is being sent to more than one person, Use When replying to emails, include a copy of the prior emails you've traded with the person on the topic, don't just send a new message. It's not always pos- sible to remember every single 'conversation' you have had with every single person. the "CC:" field. For email sent to multiple recipients when they don't need to know who else you sent to, use the "BCC:" field. Avoid Special Coding or Formatting URGENTI The boy Don't SHOUT who cried wolf. at your recipient. Do not send all your messages as URGENT, or HIGH PRIORITY. If your recipients keep receiving messages marked that way, then eventually the red excla- mation point loses it's effective- ness - except to reinforce how important YOU think you are. Don't use colored email back- grounds, colored fonts, special fonts, images or other "pretty" type of formatting to your mes- sages. Keep them clean – this makes it easier for the intended Typing in all caps is seen as yelling, or that you were just too lazy to use proper text format- ting. It's also hard on the eyes - it takes longer to read some- thing written in all caps than it does to read something that is properly formatted. recipient to read them and reply. They will also load faster! Proof, spell-check, and proper formatting. If they didn't request it, don't sent it! Take the time to send a reply. Poor writing skills are a direct reflection on you! Spell checking will prevent most misspelled words, but you should always proof your email in case you've written the incorrect word. Use When someone emails you something that doesn't need a direct response, follow up with them in a timely manner just to let them know you received it. It's amazing how often people will ask for advice, and not even reply with a short "Thank you". You cannot email someone about your product/service without their permission. Unless they request that you send them an email, or you have previously done business with them, then it is illegal to send them an email, period. (Can-Spam Act) proper capitalization, punctua- tion and formatting. Compress, Compress, Compress! Hoaxes as Virus, or virus advice? helpful hints. If you are sending an email with several large attachments, it is often better to send them in a few separate emails, so that you don't send a document that is too large to even open. Or, you can try compressing your messages into a zipped file. If it sounds too good to be true, it probably is. Do not forward everything that gets sent to yoU. If you receive one from a friend, reply to them (in a very nice way) and explain to them why this isn't true, or ask them to stop forwarding them to you. Many viruses are spread by email masquerading as warn- ings about – a virus! If you get a virus warning, which usually contains instructions for remov- ing a virus... check for that virus BEFORE doing anything. It's likely a hoax. one creative agency

Email Etiquette: More Than Just Manners

shared by onelily on Aug 17
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Nearly everyone uses e-mail, but do they use the proper etiquette for email? This graphic takes an evaluation of the how tos and how nots of emailing.


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