TYPE IN ALL CAPS. This can be perceived as shouting and is also
difficult to read.
2. Avoid making mistakes in grammar, spelling,
sentence structure and punctuation in e-mail. It is rude because the
recipient may then have difficulty reading and understanding the
message. It also sends a negative impression.
3. E-mail is not a vehicle for lengthy treatises.
Messages should be direct, concise and succinct. This way, they will
be read and get a response.
4. Do not get caught up in the traditional e-mail
culture of abbreviating and using acronyms and characters. E-mail in
business is for communicating, and many users will not know the
meaning of character messages, BTW (by the way). Abbreviations are
distracting, confusing and reduce the effectiveness and productivity
gain of this form of communicating.
5. Business e-mail salutations depend on the
circumstances and how personal the e-mail is. A first name, a Dear
Mr./Mrs. And last name, or no name at all are all acceptable,
depending on how formal you should be. As a rule, if you would address
a paper letter, Dear Mr. Smith,@
you should address e-mail the same.
6. The close of an e-mail message reflects the
balance between brevity and intimacy with the recipient. Although a
close can contain just your first name, in more formal instances you
may want to copy your form from a paper letter.
7. Write descriptive subject lines. Use the subject
line wisely to summarize your message and inform the reader why your
message should be read as a priority among the other 125 messages they
received that day.
8. When forwarding messages, put your comments at the top of the
9. Use emoticons (smileys) when trying to convey a
tone of voice :-), but use them sparingly.
10. Read over your e-mail before you send it. Although e-mail is a
more informal method of communication than a letter, be sure you make
your point clear and concise. Use a spell checker if available.
11. Be careful when addressing mail. There are addresses which may
go to a group but the address looks like it is just one person. Know
to whom you are sending.
12. Watch cc’s when replying. Don’t continue to include people
if the messages have become a 2-way conversation.
13. Remember that when communicating with others across the globe,
if you send a message to which you want an immediate response, the
person receiving it might be at home asleep when it arrives. Give them
a chance to wake up, get to work, and login before assuming the mail
didn’t arrive. Perhaps telephoning would be a better way to go.
14. Finally, consider carefully what your write; it
is a permanent record and
can be easily forwarded to others. E-mail is not the proper route for
confidential messages nor extremely personal messages. Always ask the
question, Would I enjoy seeing my message on the front page of the
local daily newspaper?