Do not begin any communication on the wrong foot by using e-mail inappropriately. People will appreciate your following these 10 commandments.
1. Thou shalt use e-mail to convey only ideas and factual or logistical information, not feelings. To express emotions and sentiment, take time for a one on one meeting or telephone conversation rather than sending an e-mail. The sound, tone, timber, and quality of your voice will help to better communicate your message and avoid misunderstandings.
2. Thou shalt write the topic of your message on the reference or subject line. Always write a brief, precise description of what recipients can expect in the body of your e- mail in the subject line. It helps them prioritize their messages and quickly sort them for future reference. It even permits them to easily follow the trail of responses back and forth. If you correspond with the same people on multiple subjects, separate the e- mails by the appropriate topic clearly stated in the reference line.
3. Thou shalt address the e-mail using the name of the intended individual. Have you ever received a personal e-mail note destined for somebody else? I did-and it was a love note that made me blush! I read half of it and realized it wasn't meant for me. Since then, I'm never sure I am the intended recipient unless I see my name at the top. Do not muddy your messages; always address the recipient by name.
4. Thou shalt make use of Blind copy when you are sending e-mails to a group. Avoid sharing names of the whole group via e-mail unless it's a small, closed group such as a Board of Directors or a Club and you know members have beforehand been given the list of names and e-mail addresses. E-mail addresses ought to be kept private.
5. Thou shalt never ever forward a chain letter which states if you do or don't do something in a certain time, your life would forever be changed. It's nice to create change for someone but not by making use of threats. If you really must send the letter to others, remove the threatening language. If you don't, you will be excommunicated from the hall of good manners.
6. Thou shalt use "delivery receipt notification" only when it's imperative that you know if the intended recipient received it. Don't create a need to send any unnecessary e-mails by utilizing this tool. It could annoy people.
7. Thou shalt use capitalization, upper and lower case, and proper punctuation in e-mails as in all other written communications. Studies have proved that if individuals read text written in all capital or all lower case letters, it takes much longer to read and understand a message. Use a usual way of writing.
8. Thou shalt close your e-mail message with earnest words that show that the sender is completely present. Do not just depend on your automated signature line to close your e-mail. Let your recipients know that, indeed, a genuine person is sending them a message.
9. Thou shalt minimize, compress, or "zip" large attached files before sending them. "Zip" any attachments over 200,000 bytes before sending them via e-mail. Large files could fill someone's e-mail box and cause other mail to bounce. They may also need an extra long time for the recipient to download the information in some areas.
10. Thou shalt respond to e-mails within 24 hours. Also if you can't yet provide an answer, replying to somebody's e-mail within a day lets the sender knows you received it. Sending immediate responses also keeps you organized and up to date on your e- mail correspondence.
Author Resource:-
These are just few of the email etiquette that you have to follow. If you really want to find out more email etiquette visit: http://www.etiquettepage.com/ and get the etiquette training.
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