May 2007 Newsletter
E-mail Etiquette in the Workplace
E-mail technology has enhanced our ability to communicate with one another and has changed the way we work.
It is important to be able to effectively communicate via e-mail and to remember you are representing your company through your e-mail communications both internally and externally.
E-mail does have potential downsides, including creating unintended damage to close working relationships, therefore you need to practice understanding, courtesy and knowledge when communicating by e-mail.
The following are some basic e-mail tips, otherwise known as “e-mail etiquette”, which should be considered when sending an e-mail:
Be certain your message is addressed to the proper person. Be sure you check the list of persons being e-mailed when you choose a REPLY ALL function.
Include information in the subject line that is relevant and makes the e-mail easy to identify or retrieve.
Use correct punctuation and grammar and spell-check your e-mail before sending. Proofread your e-mail as well.
Capitalize words only to emphasize an important point or to distinguish a heading. Capitalizing whole words that are not titles is generally interpreted as shouting.
Be professional and careful of what you say about others. E-mail is easily forwarded and blind copied.
Be cautious when using sarcasm and humor. Humor may be interpreted as criticism.
Think twice before sending angry or sarcastic messages or using e-mail to let off steam. Those e-mails sent “in the heat of the moment” are best unsent.
Remember, e-mails are not confidential when maintained on the company’s network and may be subject to review by company management. Deleting or erasing information is, in many cases, ineffective. E-mail communications may be subpoenaed and/or may be used as evidence in court or as part of an investigation.
