Sending Email

[Harry]

In all likelihood, we’ve all been guilty of sending e-mails at some time or another that were hard to read, misunderstood, unwanted or even offensive. E-mail is such a convenient form of communication that we sometimes neglect to consider that we are sending messages to individuals who may have different levels of experience, different preferences or different attitudes. That is why we should all take some care when we send e-mail to make sure our correspondence is in good taste and is proper for the audience it is intended for.

Below are a few guidelines that you can refer to when sending e-mails. This is not a complete list and not every guideline is applicable for every situation, but they help illustrate some of the things you can do to ensure that your messages will be well received.

Guidelines for E-mail Etiquette:
Use the BCC line when sending to multiple recipients – When you send a message to multiple people by putting all of the addresses in the To or CC lines, the addresses of each person are sent to every other recipient. Many people like to guard their e-mail addresses and will take offense to having their address displayed to others. By putting the multiple addresses in the BCC (Blind Carbon Copy) line, you conceal the addresses of your recipients.

Include the original message when replying – Some people receive dozens of e-mails per day so it can be difficult for them to remember what you are replying to. By including some or all of the original message, you can help remind people what you are writing about.

Use a good subject line – Letters with non-descriptive subject lines such as ‘Hi’ or ‘Check this out’ must be opened in order to determine the contents of the letter. Then, if the recipient wants to find the letter again in the future, they must open each message in order to find the one that they are looking for. By using descriptive subjects such as ‘Mom’s Birthday Present’, you make it easier for the recipient to organize and retrieve the message.

Avoid writing letters in all caps – Traditionally, typing a word or phrase in all capital letters is used to add emphasis. When this is overused, it can appear to a reader that you are ‘shouting’ at them. Additionally, people are used to reading things that are written with proper punctuation. Writing in all caps makes your e-mail harder to read.

Use spell check – Proper spelling not only makes your message easier to read, but it also avoids situations where people may make judgments about you based on your letter. This is especially important when you are sending letters in a formal or business setting.

Include a signature – Don’t make the mistake of assuming that people will know who you are by looking at your e-mail address. Be sure to include your name at the bottom of your messages.

Avoid large attachments – Large attachments take a long time to download and clog up mailboxes. Our customer service department receives a handful of calls everyday from users who cannot access their mail because there is a large file in their mailbox. Whenever possible, provide links to files or get permission before sending an attachment.

If you would like more information about e-mail etiquette, you can find an abundance of sites by searching for the term e-mail etiquette in any search engine. There is no definitive authority on e-mail etiquette, but you will find that most people have the same opinions of what is acceptable because they base their rules on experience and common sense.

Written by:
Greg Watkins
President, SISNA Inc.
http://www.sisna.com/

[George & Helen Myers]

I would like to add the following:

When you forward an e-mail, DELETE all of the other addresses that appear at the top in the body of the message. That's right, DELETE them. Highlight them and delete them, backspace them, cut them, whatever it is you know how to do. It only takes a second. You MUST click the "Forward" button first, then you will have full editing capabilities against the body and headers of the message.

Helen

[John Newman, Jr.]

Whenever I get an E-mail that is forwarded, I usually assume it is trash. Whether it is some joke that I may or may not appreciate, a cartoon - which usually tend to be somewhat offensive, or just spam. I have received some forwarded messages that have been Re-forwarded several times and have a long list of addresses from each time it was re-sent. Since I have absolutely no idea who 99+% of these people are, I get very concerned about what kinds of viruses, worms, trojan horses, and who-knows-what else might be lurking in them. If you want to send me something that badly (and expect me to open it), copy & paste it into a new e-mail and send it to me. If whatever you want me to see can be viewed on a web page, just send me a link to the URL, don't send me some huge file that takes forever to download into my mailbox.