Simple rules of email etiquette
Copyright © ProZ.com, 1999-2021. All rights reserved.
On the topic of email communications is written quite a few books.
But still a huge number of people still are not always aware of email etiquette rules.
For example, what could be easier to reply "reply all", If the sender specifically puts a copy of someone else?
Nevertheless, it does not happen in most cases that make the sender nervous.
That’s why I decided to share my rules of e-mail etiquette.Hope these will be helpful.
1. E-mail subject
Please make sure that the subject is concise and fits the content. It will also help you afterwards in search according to the subject. The subject should clearly describe e-mail’s content and the actions the receiver is expected to take.
If the message is sent for information only, it is better to add FYI ( for your information)
It would be wiser not to change the subject of discussion in the same e-mail, keeping the original subject.
2. TO vs. CC
. In a case, it is important that the recipient reads the e-mail letter, never put him (or her) in CC.In such situation, the receiver will have the opportunity to ignore your e-mail or to give the late answer.
In the instance, the letter requires some action, do not put in “to” line too many recipients. Otherwise, it will not be clear who should take the action.
If, in line “TO” you indicate several recipients, it is better to appoint specifically the person to take an action in e-mail’s body; for example “ Ilan, please take care”.
3. Whom to send the e-mails
To avoid excessive traffic, do your best to limit sending your correspondence only to those recipients who must receive your e-mails.
Try to avoid “Reply ALL” option unless you are sure that all people from the list have to see your original e-mail or answer.
Using “Reply ALL” option delete the recipients who were in CC unless you think they had to view your e-mail.
4. Forwarding e-mails
Please be careful when forwarding e-mails, make sure you read all the correspondence and understand its meaning.Some information may not be intended for all of the recipients.
Please attach files saved in conventional formats.
Sending a file with several attachments, consider attaching the most important file to the message and compress the others into ZIP or RAR.You can also use cloud services.
Do your best not to place confidential information on external resources.These can be easily found by search.Only the information classified as “general” can be made public.
6. E-mail length and visual design
The purpose of the e-mail is to be short and informative; people should be able to read them from mobile – as a matter of fact the e-mail should not be longer than three paragraphs.
And the apogee of my English studies – the main idea should be articulated in no longer than the second paragraph.
In a case, your e-mail is longer, write an abstract of it
The general advice is saying to use colours to emphasize your ideas, but I am saying – use the power of the word, it should be strong enough!
I always advise to use autoreply when you are out of office – people are expecting to have a reply within 24 hours.
In conclusion, when writing an e-mail, please make an effort to write a comprehensive and simple letter.Imagine yourself on the side of the person reading the e-mail and edit it accordingly! Thank you in advance, Alexandra