Internet Email

Email Message Etiquette

Introduction

Rules for email message etiquette may differ from one place to another depending on the type of business or structure using the email. Having the ability to manage emails appropriately is important and if dealt with in a professional manner you will most likely get the results you are looking for.

Basics of Email Message Etiquette

When using email, it’s important to maintain some sort of professionalism and efficiency. Using proper grammar and spelling with enable you to relay the message you need to without causing confusion. An efficient email that gets right to the point is much better than a long, wordy email that dances around what the subject matter really is.

It’s always better to avoid being too lengthy when composing an email to send. Long emails that don’t relay a specific message can create frustration for the recipient and you may actually end up not getting your message across.

If there are questions you need to answer with your email, you also need to make sure you answer those questions appropriately. When someone is awaiting an answer, the last thing they want to receive from you is an email that doesn’t have the specific information they needed to begin with.

Personalize the content in the emails you send. Pre-formatted templates are ok if you need to reply with information that is frequently used. You will still want to add a couple of personal touches to the email by addressing the recipient in an appropriate manner. A signature is important as well. You want to make sure the person receiving your email message knows who it comes from and that they are the intended recipient of the email.

Those are just some of the basic email message etiquette tips but there is much more you need to consider when it comes to proper use of email.

Features

More in depth tips for email message etiquette are:

  • Respond promptly
  • Avoid the attachment of files that are unnecessary
  • Disclaimers may need to be used
  • Always proofread before sending
  • Minimize your use of “reply to all” unless it is absolutely necessary
  • Don’t overuse abbreviations
  • Watch your formatting
  • Don’t overuse emoticons
  • Use a subject that means something
  • It’s best not to discuss confidential information in email messages
  • Avoid sentences that are too lengthy

When using email within a company it’s always important to make sure you understand the email policy. Most email policies will tell you exactly what you can and cannot do with email messages.

If you are using your own personal email, it’s likely you will be more casual in the way your email messages are worded. That’s fine, but you still need to follow the basic email message etiquette rules so the recipient will be able to read and reply to your email message.

Relaying a message via email will be successful if you follow the proper email message etiquette techniques. You can avoid confusion and lack of interest by keeping it short and to the point when communicating with others via email messages.

You will find that disclaimers are generally used in email messages that are sent from within most business structures. This is something that you won’t be dealing with when sending personal emails. A disclaimer is used by most companies in an effort to protect them from legal liability.

As you can see, there are many email message etiquette tips to help you properly use email messages for communication. Relaying the right message will make a huge difference successful communications on a personal or business level.

 

Tips and comments

Email message etiquette is important when you want to relay the right message to recipients. 

By Susan Hill, published at 04/04/2012
   Rating: 4/5 (11 votes)
Email Message Etiquette. 4 of 5 based on 11 votes.

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