Sending Emails

1. Make sure your e-mail includes a courteous greeting and closing. Helps to make
your e-mail not seem demanding or terse.
2. Address your contact with the appropriate level of formality and make sure you
spelled their name correctly.
3. Spell check - emails with typos are simply not taken as seriously.
. !ead your email out loud to ensure the tone is that which you desire. "ry to avoid
relying on formatting for emphasis# rather choose the words that reflect your
meaning instead. A few additions of the words $please$ and $thank you$ go a long
way%
&. 'e sure you are including all relevant details or information necessary to
understand your re(uest or point of view. )eneralities can many times cause
confusion and unnecessary *ack and forths.
+. Are you using proper sentence structure, -irst word capitali.ed with appropriate
punctuation, Multiple instances of %%% or ,,, are perceived as rude or
condescending.
/. 0f your email is emotionally charged1 walk away from the computer and wait to
reply. !eview the Sender2s email again so that you are sure you are not reading
anything into the email that simply isn2t there.
3. 0f sending attachments1 did you ask first when would *e the *est time to send,
4id you check file si.e to make sure you don2t fill the other side2s in*o5 causing
all su*se(uent e-mail to *ounce,
6. !efrain from using the !eply to All feature to give your opinion to those who may
not *e interested. 0n most cases replying to the Sender alone is your *est course of
action.
17. Make one last check that the address or addresses in the "o8 field are those you
wish to send your reply to.
11. 'e sure your name is reflected properly in the -rom8 field. 9ane A. 4oe :not ;ane1
;ane doe or 9A<= 4>=?.
12. "ype in complete sentences. "o type random phrases or cryptic thoughts does not
lend to clear communication.
13. <ever assume the intent of an email. 0f you are not sure -- ask so as to avoid
unnecessary misunderstandings.
1. 9ust *ecause someone doesn2t ask for a response doesn2t mean you ignore them.
Always acknowledge emails from those you know in a timely manner.
1&. 'e sure the Su*;ect8 field accurately reflects the content of your email.
1+. 4on2t hesitate to say thank you1 how are you1 or appreciate your help%
1/. @eep emails *rief and to the point. Save long conversations for the old fashioned
telephone.
13. Always end your emails with $"hank you1$ $Sincerely1$ $"ake it easy1$ $'est
regards$ - something%
Formatting Emails
16. 4o not type in all caps. "hat2s yelling or reflects shouting emphasis.
27. 0f you *old your type1 know you are *olding your statement and it will *e taken
that way *y the other side - A17%
21. 4o not use patterned *ackgrounds. Makes your email harder to read.
22. Stay away from fancy-schmancy fonts -- only the standard fonts are on all
computers.
23. Bse emoticons sparingly to ensure your tone and intent are clear.
2. "yping your emails in all small case gives the perception of lack of education or
la.iness.
2&. !efrain from using multiple font colors in one email. 0t makes your email harder
to view and can add to your intent *eing misinterpreted.
2+. Bse formatting sparingly. 0nstead try to rely on choosing the most accurate words
possi*le to reflect your tone and avoid misunderstandings in the process.
Email Attachments
2/. Chen sending large attachments1 always $.ip$ or compress them *efore sending.
23. <ever send large attachments without notice% Always ask what would *e the *est
time to send them first.
26. Dearn how to resample or resi.e graphics to a*out +77 pi5els in width *efore
attaching them to an email. "his will greatly reduce download time.
37. <ever open an attachment from someone you don2t know.
31. 'e sure your virus1 adware and spyware programs are up to date and include
scanning of your emails and attachments *oth incoming and outgoing.
32. 0t is *etter to spread multiple attachments over several emails rather than attaching
them all to one email to avoid clogging the pipeline.
33. Make sure the other side has the same software as you *efore sending attachments
or they may not *e a*le to open your attachment. Bse E4- when possi*le.
To, From, CC, BCc, RR, Subject:
3. >nly use Fc8 when it is important for those you Fc8 to know a*out the contents of
the email. >veruse can cause your emails to *e ignored.
3&. 4on2t use !eturn !eceipt :!!? on every single email. 4oing so is viewed as
intrusive1 annoying and can *e declined *y the other side anyway.
3+. 0nclude addresses in the "o8 field for those who you would like a response from.
3/. 0nclude addresses in the Fc8 field for those who you are ;ust -G02ing.
33. Make sure your name is displayed properly in the -rom8 field.
36. !emove addresses from the "o81 FF# and 'Fc8 field that don2t need to see your
reply.
7. Always include a *rief Su*;ect. <o su*;ect can get your email flagged as spam.
1. "hink a*out your motives when adding addresses to "o81 FF81 'Fc. Bse your
discretion.
2. <ever e5pose your friend2s or contact2s email address to strangers *y listing them
all in the "o8 field. Bse 'Fc8%
3. Make sure when using 'Fc8 that your intentions are proper. "o send 'Fc8 copies
to others as a way of talking *ehind someone2s *ack is inconsiderate.
Email Forwarding
. 4on2t forward emails that say to do so--no matter how no*le the cause may *e.
Most are hoa5es or hooey and may not *e appreciated *y those you send to.
&. 0f someone asks you to refrain from forwarding emails they have that right and
you shouldn2t get mad or take it personally.
+. Chen forwarding email1 if you cannot take the time to type a personal comment
to the person you are forwarding to--then don2t *other.
/. 4on2t forward anything without editing out all the forwarding HHHH1 other email
addresses1 headers and commentary from all the other forwarders.
3. 0f you must forward to more than one person1 put your email address in the ">8
field and all the others you are sending to in the 'Fc8 field to protect their email
address from *eing pu*lished to those they do not know. "his is a serious privacy
issue%
6. 'e careful when forwarding email on political or controversial issues. "he
recipient may not appreciate your E>I.
Email and Perception, Priac!, Cop!right
&7. Fhoose your email address wisely. 0t will determine1 in part1 how you are
perceived.
&1. "ry not to make assumptions when it comes to email. Always ask for clarification
*efore you react.
&2. Eosting or forwarding of private email is copyright infringement -- not to mention
downright rude. Gou need permission from the author first%
&3. =ven though it isn2t right# emails are forwarded to others. @eep this in mind when
typing a*out emotional or controversial topics.
&. Chen there is a misunderstanding *y email1 don2t hesitate to pick up the old
fashioned telephone to work things out%
&&. @now that how you type1 and the efforts you make or don2t make will indicate
what is important to you and if you are an educated courteous person.
&+. 0f you forward an email that turns out to *e a hoa51 have the maturity to send an
apology follow up email to those you sent the misinformation to.
&/. Chen filling out a contact form on a Ce* site1 do so carefully and with clarity so
your re(uest is taken seriously.
&3. 0f a friend puts your e-mail address in the "o8 field with others you do not know1
ask them to no longer e5pose your address to strangers without your permission.
Business Email
&6. "hink of your *usiness email as though it was on your *usiness letterhead and
you2ll never go wrong%
+7. 0f you cannot respond to an email promptly1 at the very least email *ack
confirming your receipt and when the sender can e5pect your response.
+1. =mailing site owners a*out your product or service through the site form is still
spam. Ask them if they want more info first%
+2. Chen replying to emails always respond promptly and edit out unnecessary
information from the post you are responding to.
+3. -ormality is in place as a courtesy and reflects respect. Assume the highest level
of formality with new email contacts until the relationship dictates otherwise.
!efrain from getting too informal too soon in your email communications.
+. <ever send anyone an email they need to unsu*scri*e from when they didn2t
su*scri*e in the first place%
+&. 'e very careful how you use !eply to All and Fc8 in a *usiness environment.
4oing so for FGA or to su*tlety tattle can *ackfire and have your viewed as petty
or insecure.
++. Chen replying to an email with multiple recipients noted in the "o8 or Fc8 fields1
remove the addresses of those who your reply does not apply to.
+/. <ever send *usiness attachments outside of *usiness hours and confirm that the
format in which you can send can *e opened *y the other side.
Chat, "#, Te$ting
+3. Cent "e5ting or participating in 0M and Fhat1 try not to *e overly cryptic or your
meaning can *e misread.
+6. Bse 0nstant Messaging :0M? for casual topics or informational *riefs. 0M is not the
place for serious topics or confrontational issues.
/7. Start *y always asking if the person you are 0Ming is availa*le and if it is a good
time to chat. !efrain from 0Ming during meetings or when your attention is
re(uired.
/1. Eractice communicating *riefly and succinctly.
/2. Always consider if calling the other party on the phone is *etter when "e5ting
a*out sensitive topics.
/3. 0Ming is not an e5cuse to forget your grade school education.
/. 0f you are not a smooth multi-tasker1 do not continue multiple 0M sessions and
leave folks hanging while you communicate with others.
/&. Dearn how to use the features of your 0M program. Specifically your $*usy$ and
$away$ message features.
/+. <ever 0M under an alias to take a peek at friends2 or associates2 activities.
//. "ake into consideration who you are communicating with to determine the
acronyms and emoticons that should *e used - if at all.
Social #edia, Blogs and Forums
/3. @eep in mind when "weeting1 on -ace*ook or message *oards that you are in a
glo*al arena.
/6. Chen discussions get out of control# don2t stoop to name-calling or profanities.
Gou are *etter than that%
37. 0n forums1 keep your signature file to no more than 2-3 lines.
31. @eep commercialism to no more than a link at the end of your comment or
contri*ution.
32. Stay on topic and discuss issues only relative to the threadJtopic in (uestion.
33. 0f new to a group or forum1 $lurk$ for awhile to get a feel for the community and
personalities of the regulars *efore you post.
3. <ever give out personal information or specifics to your location on online -- nor
should you give out the personal information of others%
3&. @eep in mind there will always *e differences of opinion. "ry to remain o*;ective
and not personali.e issues.
3+. 4on2t fall for trolls. "rolls are folks who will post rude comments ;ust to get a rise
out of everyone.
3/. 'e sure to down edit1 or remove any part of the post you are replying to that is no
longer necessary to the ongoing conversation.
Email Considerations%%%
33. 'efore getting upset *ecause you perceive someone didn2t respond1 check to see if
their reply was inadvertently deleted or sent to your "rash or 9unk folder.
36. Cith emotionally charged emails1 wait until the ne5t morning to see if you feel
the same *efore clicking Send.
67. -eel free to modify the Su*;ect8 field to more accurately reflect a conversation2s
direction.
61. Chen it comes to your email communications1 know who you can trust# trust only
those you know.
62. "ake the time to review each email *efore clicking Send to ensure your message
is clear and you are relaying the tone that you desire.
63. <ever use an old email to hit reply and start typing a*out an entirely new topic.
6. !egardless of how no*le a forwarded email may *e1 don2t ;ust forward without
investigating its authenticity K Snopes.com.
6&. Always add the email addresses of Ce* sites and new contacts immediately to
your approved senders or address *ook so they get through Spam filters.
6+. 'efore completing a Ce* site2s Fontact form# make an effort to review the site to
*e sure the information you seek is not already availa*le.
6/. "ake a (uick look at the e-mails in your "rash *efore you delete them ;ust in case
a good e-mail landed there *y mistake.
63. 0f any email states to forward to all your friends1 or ;ust & people -- do everyone a
favor and ;ust hit delete%
66. 4on2t mass e-mail people who didn2t ask to *e on your personal $mailing list$.
177. 4ou*le check that your adware1 spyware and virus programs are set to
automatically update at least once each week so the software knows what to
protect you from.
171. And finally... Type unto others as you would have them type unto you!