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Email Etiquette
Sending electronic mail
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E-mail today is as common as the mail carrier delivering mail or snail mail as internet users refer to it, to your home or business outside mailbox. E-mail or electronic mail basically has all the same characteristics of snail mail on a virtual level. We check our mailbox, open the mail, read the note or information and make the choice whether to respond or discard it.
Focusing on the sending of E-mail is our topic. Included are a few tips on how to send E-mail with basic Internet Etiquette. These tips are to help you send and respond to emails with effective communication. Consider using these guidelines before clicking your send button the next time you send out an E-mail.
Subject Line: type something in the subject line. Give a bottom line or a clear, relevant message, for a quick eye scan. This gives the recipient a basic idea of what you are going to communicate to them. It is very helpful to a person when organizing their inbox E-mails and answering them according to priority to see a subject line.
To, CC, BCC: there are 3 fields that can be used to type in an E-mail address. The CC [carbon copy] field is used the least. Use CC for sending an exact duplicate of a message to another person. Also, realize that using the To or CC fields show all E-mail addresses to the recipients. The BCC [blind carbon copy] is a great way to send information to several people at one given time. The person receiving E-mail in this format only sees their personal address and all others are hidden. Using the BCC field when sending E-mail is considered a polite gesture because most people don’t want their E-mail address given to strangers. NOTE: Spammers get a hold of addresses when they are showing in the To & CC fields.
Message Content: electronic mail is different than snail mail when it comes to the actual content in a message. We have to remember that people receive tons of E-mail a day and they do not have a lot of time to read lengthy E-mails. The use of cell phones to receive E-mail is increasing rapidly and a message concise and to the point will most assuredly be read. Cell phone messages are becoming a standard and perfect for a quick message for people on the go.
Avoid typing in all CAPS just because it’s easier. It looks like YOU ARE SHOUTING and it is harder on the eyes when reading your message.
Spell check is a very good idea to use before sending a message out. There are times when corresponding internationally, words are spelled differently. For instance words like; favor vs. favour or organization vs. organisation. Try not to get too caught up in spelling. A very poorly spelled E-mail could get deleted for lack of patience from the reader’s standpoint.
Use abbreviations sparingly. A lot of the time the other person does not know what they mean. Here are a few for reference at a later date.
Emoticons or smiles add some pizzazz and emotion to a message. Be sure to check the tone or mood of the email. Smiles will help to convey and express this to the reader. more Emoticons
Flaming is a virtual term for a message sent this is harsh, insulting or derogatory in its statements. We need to realize that a written down or typed message is permanent and can be forwarded or printed out and given to several others to read. If there is a conflict it is best to meet or speak with the person directly. Picking a fight or argument over the Internet is considered very poor E-mail etiquette and abusive.
Include a signature at the end of the message. Your name, E-mail address and business/ministry name help the reader know exactly whom it is from.
Attachments: these need to be kept as small as possible. Make sure that your reader can open them. A little note of what program was used to create the attachment can prove to be very helpful. Sending a large attachment at times causes E-mails to bounce and your recipient may loose vital information in those bounced E-mails.
Threads: keeping a copy of the original message is a good idea until all information is answered and processed. Starting a new message each time can permanently break the thread and the original may be lost in cyberspace.
Forwards: these are quickly becoming a nuisance in our mailboxes and no longer are as fun or inspirational. Many times these forwards are a hoax or have a virus attached to them. A good rule of thumb is to check the message title on this website. Symantec Security Response. When sending a forward to someone, trim the lists and lists of E-mails and just send the story, poem or saying by its self. If a person has to spend too much time opening and reopening, or scrolling through a long list of E-mail addresses it will most likely be deleted.
E-mail Etiquette is becoming increasingly important in our busy virtual world online and a must in the office setting. Being considerate of others is the bottom line of what E-mail Etiquette really is. Applying the tips mentioned above can make our E-mail communication a more organized and pleasant experience with others and our inboxes.
RESOURCES:
• Yale University: What is netiquette?
• Dynamoo's Email Etiquette
• E-Mail Etiquette- I will follow services
• Free Foto
Copyright © Lora Rozkowski. Lora is a website designer, author and owner of two Christian businesses. For more information send an email to: Roz@rozdesignz.com Reprinted with permission. Take a look at Roz's portfolio.
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