Sending Emails

·         Make sure your e-mails include a courteous greeting and closing. These help keep your e-mails from seeming demanding or terse. For example, begin an email with the words “Hello” or “Hi.”  In contrast, beginning an email using only the recipient’s name can sound harsh.  For example, use “Hi, Mary” or Hello, Mary” instead of just “Mary” by itself.

·         Address your email recipients with the appropriate level of formality and make sure you spell their names correctly. A correctly spelled name is a sign of respect.

·         Spell-check your messages.  Emails with misspelled words and typos are simply not taken as seriously; in addition, they reflect poorly on the sender. 

·         Also, be careful of spell check—occasionally spell-check will replace a misspelled word with a wrong word. A good example is if you accidentally misspell the word “definitely.”  Often a spell-check program will replace a misspelled “definitely” with “defiantly.”

·         Before you click “Send,” read your email out loud to ensure the tone is that which you intended. Try 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!

·         Be sure you are including all relevant details or information necessary to understand your request or point of view. Generalities can often cause confusion and unnecessary back-and-forth responses.

·         Are you using proper sentence structure? First word capitalized with appropriate punctuation?

·         Multiple instances of !!! or ??? are perceived as rude or condescending.

·         Please be sure to capitalize the letter “I” when you are referring to yourself.

·         If an email makes you angry, it’s better to wait a bit before replying.  Spending a few minutes (or hours) cooling down is much better than spending the next several days regretting your hasty emotional reply.

·         If your email draft is emotionally charged, walk away from the computer and wait to reply. Remember the new adage: “Reply in haste, repent in leisure.”  Review the sender's email again so that you are sure you are not reading anything into the email that simply isn't there.

·         Ask someone else for an opinion if you’re in doubt whether it should be sent.

·         Never assume the intent of an email you receive. If you are not sure, ask before reacting to avoid unnecessary misunderstandings.

·         Avoid sending large file attachments unless necessary or unless you have the recipient’s permission.  You file attachments might inadvertently fill up the other’s inbox.

·         Send emails only to those who might need or might want to read it.  For example, emailing the whole organization that you found an extra printer cartridge is just spam to most recipients.  In this case, take the time to send the email only to those who actually might want the printer cartridge.

·         Refrain from using the “Reply to All” feature by mistake.  Lots of people make this error, to their own embarrassment and regret.  “Sending a “Reply to All” email will distribute your message to everyone on the “From” and “cc” lists. In most cases replying to the Sender alone is your best course of action.

·         Make one last check of the address or addresses in the “To” field.  Are these really the people you wish to send your reply to?

·         Be sure your name is reflected properly in the “From” field.

·         Be sure the “Subject” field accurately reflects the content of your email.

·         Type your email in complete sentences. Typing random phrases or cryptic thoughts does not lend to clear communication.

·         Keep emails brief and to the point. Save long conversations for the old fashioned telephone.

·         Keep your email paragraphs short for better readability.  Long email paragraphs tend to invite being skimmed over.

·         Use bulleted or numbered lists rather than stuffing a large number of items into a paragraph.

·         Just because someone doesn't ask for a response doesn't mean you ignore the email. Always acknowledge emails that were sent directly to you and reply to them in a timely manner. Even an emoticon is enough to acknowledge receipt.

·         Don't hesitate to say “thank you,” “how are you,” or “appreciate your help.”

·         Always end your emails with "Thank you," "Sincerely," "Take it easy," "Best regards" - something!

Formatting Emails

·         Do not type in all caps. That's yelling or reflects shouting emphasis.

·         If you bold your font, know you are bolding the intent of your statement, and it will be taken that way by the other side - X10!

·         Do not use patterned backgrounds for your emails because this makes emails harder to read.

·         Stay away from fancy-schmancy fonts—use only the standard fonts that are on all computers.

·         Use emoticons sparingly to ensure your tone and intent are clear.

·         Typing your emails in all lower case letters gives the perception of lack of education or laziness. Use capital letters when required.

·         Refrain from using multiple font colors in one email. It makes your email harder to view and can add to your intent being misinterpreted.

·         Use formatting sparingly. Instead, try to rely on choosing the most accurate words possible to reflect your tone and avoid misunderstandings in the process.