Tired of endless forwards where nobody changes the subject line, tired of those stupid return receipts (which in the business world is a strict no no), so am I! As we become more familiar with it we tend to get careless. Why every business needs an email etiquette policy: Professionalism: by using proper email language your company will convey a professional image. Efficiency: emails that get to the point are much more effective than poorly worded emails. Protection from liability: employee awareness of email risks will protect your company from costly law suits. The most important email etiquette tips:
1. Be concise and to the point. Do not make an e-mail longer than it needs to be
2. Answer all questions, and pre-empt further questions.
3. Use proper spelling, grammar & punctuation. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text.
4. Make it personal.
5. Answer swiftly.
6. Use proper structure & layout.
7. Do not overuse the high priority option.
8. Do not write in CAPITALS.
9. Don’t leave out the message thread.
10. Add disclaimers to your emails. It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability.
11. Read the email before you send it, a no brainer.
12. Do not email or respond if you are angry, another no brainer.
13. Do not forward chain letters.
14. Do not request delivery and read receipts. This will always annoy your recipient before he or she has even read your message. Besides, it usually does not work since the recipient could have blocked that function, or their software might not support it, so what is the use of using it?
15. Do not ask to recall a message.
16. Do not copy a message or attachment without permission.
17. Do not use email to discuss confidential information.
There are many more but these are the important ones. Every business should have an e-mail policy and enforce it. It can be a big liability issue if you don’t.