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10 email etiquette tips

One of the most prevalent modern means of communication is electronic mail (e-mail); the ability to send messages from one person to recipients via computer. This medium has been widely abused and misused, and the biggest fault is the lack of information on the things to avoid when using email. There are things that people do while using this facility that make most of the recipients go crazy. There are hundreds of dos and don’ts, so in this article, I highlight some crucial questions related to using email. I have used emails for over a decade. This is one of the best ways to communicate, but like any other facility, it is subject to abuse and misuse. Abuse has always been seen to arise from situations where the purpose of the facility is unclear. Email will be with us for some time, so it is necessary for users to practice etiquette so that everyone who uses it enjoys doing it.

Email Suggestions:

1. Open emails quickly and reply – It is very frustrating to send emails and not get a single response. One will begin to wonder if the emails were sent or just delayed. You do not need to reply to an email to confirm that you have read all attachments, etc. You can simply reply to communicate that you have received and will read in more detail at a later time. It gives the sender peace of mind. While I encourage you to open emails quickly, beware of suspicious topics and attachments so that your machine does not get infected with viruses.

2. Be clear about what you want to communicate – Long, winding emails never catch the reader’s attention. Get to the point faster to make sure people read and understand your point in the fewest words. I am not advocating that you start using jargon and shorthand in email. People have just been busy due to increased demands in the workplace and in life in general. Your subject should match what you have in the body of the message and the attachment. Avoid fooling people with an attractive subject and body text, but the attachment does not meet expectations. Always make sure to fix your email, double check to see if everything you wanted to say has been said. It’s annoying to write four times on the same topic while adding a little more information with each email. People will tend to wait for version four of your email always if they notice a trend. Be clear in your email whether it is for someone’s information or for your action.

3. Organize and manage your emails – When you are organized, you become more efficient with your emails, making it an exciting experience. The first thing I do when opening my mailbox is to select all spam or junk mail and mark it as such and immediately trash it. I also create folders to store emails in different categories. To automate the archiving process, I create email rules that help put emails in different folders without my interference. Emails in which I find no value are immediately deleted as well to make way for usefulness. You will definitely find that doing this will allow you to handle hundreds of emails without any signs of fatigue. So that I don’t forget to keep track of emails, I often mark emails as Unread so they keep getting my attention. It helps me stay in the loop as I can’t stand unread emails for too long. It amazes me when I see people with 400 unread messages, important messages are hidden between not-so-useful emails, so deadlines are missed, appointments are postponed, etc.

4. Be careful with the way you address yourself – Know who you are sending the message to, who you are copying (cc) for information and who is your blind copy (bcc), which means they receive a copy of the email and yet other recipients do not know . When distributing a newsletter or sending an email to hundreds of people, always put the addresses in bcc. The sending of unsolicited emails throughout the web is due to people revealing the addresses of others unnecessarily. It can be annoying. Similarly, in the event that you receive an email from someone who copied to 5 other people, use the reply option to send a reply to the sender, not reply to all. Reply All will send your reply to everyone who received the email. Use answer all in situations where it is absolutely necessary.

5. The format and accuracy of the email are important – It is important to note that email is simply a replacement for the usual handwritten letter in the old days. People used to be very cautious about the format of their letters before. Now, even with the tools and utilities available to properly format emails, check spelling, grammar, and more, people still send bad and plain emails to recipients. Always check your spelling to make sure you communicate what you originally intended to say. It is easy to communicate the opposite. Scanning your email with your eyes alone will not help you eliminate the mistakes your mind is blind to. Sometimes walking away from email and coming back after a few minutes will reveal the whole mistake to you. Refrain from writing ALL SCREAMING CAPITAL LETTERS or lazy lowercase letters as both communicate an attitude. Avoid multiple colors in your emails. It’s not about the decor and the background, it’s about the message. Avoid emoticons as much as possible, especially in business-related emails. Funny-looking fonts can be annoying as they make someone take longer to read an email. Avoid them.

6. Proper management of attachments is necessary – From time to time, you may want the recipient to have access to an attachment. Do not assume that all recipients have the same version of programs to open attachments. Save attachments in a format that can be opened by whatever version of the program the recipient may have. Huge attachments need to be compressed for ease of movement. Some servers truncate huge attachments, so your information is not received. Always send a separate email to confirm receipt of large attachments. Not everyone has a high-speed Internet connection to download. Never assume that because you know the sender of the email you can trust their attachments. Viruses usually come attached to emails, therefore when the recipient’s machine is vulnerable without virus protection, it becomes infected after the attachment is executed or opened.

7. Watch out for those Forwards – Evaluate the benefit or usefulness and validity of an email before forwarding it to others. Some “special offers” etc. they are simply hoaxes or spam. You may not know what the emails will trigger on the people you send to. The quality and types of emails you sell have an impact on the way people see you. Always take the time to write a personal comment to accompany the email so that the person who receives it knows that you have read and what you want them to do. If you can’t write the comment, you shouldn’t bother to resubmit it. Be careful to forward emails of a political or sexual nature. The people who receive the email may not appreciate your “generosity.” At the companies I worked for, we agreed that anyone found to be selling nudity and sexual humor would be totally banned or face disciplinary action. Non-commercial material is a waste of commercial resources. You may not have originated the message, but seeing 30 (even inspirational) messages forwarded a day seems outrageous. Avoid sending mass emails to people who did not ask you for this service. I know how I feel when I receive those articles sent by mass mail, therefore, I do not seek to do it to others.

8. Practice email courtesy – In the event that you send a message that you later realize is a hoax, please be courteous enough to send an apology. Sometimes you can send a message that means one thing, but the recipients can read it in a different context, leading to outrage. Don’t add insult to injury by responding in anger, just clarify what you meant. There is no reason to use the email system to fight word wars. There is no such time to waste. Before getting upset about “people are not responding”, please check your trash or spam folder in case responses have been archived automatically by mistake.

9. Handling emotional email – Emails you write while emotionally charged sometimes lead to regret. Unlike a letter that after writing you have time with it before reaching the mailboxes; once you hit send, it is difficult in most cases to remember the message. Always take a step back and ask yourself if the answer you are giving will be consistent the next day. Wait until that day and send the message. You will find that many spikes will fall off as they miscommunicate or cause the recipient to develop a communication barrier. Human beings are emotional beings. Any statement you say can easily have 8 different connotations being read by 8 different people because they largely come from different backgrounds and experiences. They also have different levels of emotional strength. Be wary of statements that may trip the opposite sex such as “Much love, I miss you, many hugs and kisses.” Be sensitive to the recipient.

10. Final notice – Just because you have a person’s email address does not mean that you can share it with anyone. If someone wants the email, they have to look it up on their own. Avoid using your business email address for online subscriptions. Please use your private address as the business email address must be for business only. Protect your email by sending a copy to your private address. Even if your machine is stolen or damaged, you will still have a backup of your emails. You never know when you will need proof of email. It may be the email you use to exonerate yourself from being charged or sentenced in a court of law. When using your business email to submit a contribution or opinion, always include a disclaimer showing that your opinion is not that of your employer; otherwise, please use personal email address to submit personal opinions and mindsets. The last thing you need is for your employer’s domain to be blacklisted.

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