Email Etiquette

Communication between humans is approximately 90% body language, 8% tone of voice, and 2% what you say. With email, you remove the first 98%.

TODAY, email has become a symbol, a sign of how we treat someone. Email is the standard way for communicating with organizations, corporations, customers and business partners. In business, the formality of email messages tend to vary, between the semi-formal approach that was previously the domain of the inter-office memo, to the chatty exchanges that you may with someone over the phone (Dynamoo 2004).

Nevertheless, it is typical for email messages to cause problems; offhand remarks, unguarded comments, thoughtless turn of phrase and careless wording. In order to avoid some of those pitfalls, the proper email etiquette needs to be applied. As defined by Netm@nners.com (2009), email etiquette is the way to behave when taking into consideration how one’s actions (or lack thereof) could affect others. The fact that the society is using emails for almost everything created a loophole for email users and receivers. Previously, email was used to send condolences and for firing employees. In Forth Worth (America), RadioShack Company fired 400 employees through an email. The email, which was sent on a Tuesday morning reads:

The work force reduction notification is currently in progress. Unfortunately, your position is one that has been eliminated.

(San Francisco Chronicle 2006)

The aforementioned was an example of bad email etiquette.

Email Etiquette

Here are several tips on how to channel a positive impact when sending an email:

1. Do ensure that you have a relevant "Subject" line.

Example of of a relevant subject line Source: Google.inc

2. Do include a brief signature on your email messages to help the recipient understand who it is from, especially if you are dealing with someone you do not know very well.

Example of how you should include a brief signature before sending the email
Source: Google inc.

3. Don't send excessive multiple postings to people who have no interest. This is known as "spamming" and is considered to be ignorant, and may lead to serious trouble with your Internet Service Provider (ISP) or IT department.

Screen shot of a spam email

References:

1. Dynamoo 2003, Email Etiquette, viewed 14 June 2009, <http://www.dynamoo.com/technical/etiquette_old.htm>.

2. Email Etiqutte (n.d.), How to make a positive impact when sending email, viewed 14 June 2009, >.

3. Judith 2009, Blackberry Etiquette, viewed 14 June 2009, .

4. McKay DR 2009, Email Etiquette: Why is it important?, viewed 14 June 2009, >.

5. San Francisco Chronicle 2006, Radio Shack uses email to fire employees, viewed 14 June 2009, <http://www.sfgate.com/cgi-bin/article.cgi?f=/n/a/2006/08/30/financial/f131351D00.DTL>.

6. Intuit Developer Network Advisory Counsel (IDNAC) 2004, Email Etiquette: Manners and Tone, viewed on 14 June 2009, <http://www.idnac.org/newsletters/emailetiquette-mannerstone.pdf>.