Right or wrong, like it or not... people judge us by our appearance, our ability to communicate, and our manners. We make a statement about ourselves by our adherence to (or lack of) etiquette when we use email. The following is a list of suggestions for using email effectively and appropriately. The suggestions are compiled from several sources.

• First and foremost, is email the correct form of communication or should this be discussed in person?

• We cannot include non-verbal expressions in email to enhance what we wish to communicate; consequently, it can be challenging for the receiver to determine precisely what the sender means.  Additionally, we should be thoughtful and courteous about what we say as well as how we say it so our message does not cause unintentional harm.
   

• Format the message to wrap the text at approximately 70 characters. This keeps the message from looking disjointed.
   
• Keep the message concise and to the point, preferably one page or less.
   
• Respond to email promptly (preferably the same day) just like you would telephone messages.
   
• Format messages in plain text and a common font.
   
• Complete the SUBJECT line, and make it specific so the reader will know what to expect.
   
• Include a signature block with your full name, company, and telephone number so the recipient can reach you off line if necessary.
   
• Evaluate the tone of your message.
   
• Do not vent emotion or use inflammatory language.
   
• Do not use vulgar language or graphics.
   
• Do not use acronyms or jargon unless easily understood by all recipients.
   
• Do not post a message that just says “Ditto,” “Me Too,” “I agree,” etc.  Don’t waste everyone’s time if you have little to say.
   
• Do not key in all CAPS. This is intense and is equivalent to yelling at someone.
   
• Do not send emails for these reasons:  disciplinary actions, conflicts, personal information, concerns about fellow students/workers and complaints.
   
• Check business emails twice before sending since they require substantial thought and attention to wording and content.
   
• Check grammar, sentence structure, and spelling just as you would in a letter. This makes a statement about you.
   
• Do not send attachments which the recipient does not expect, especially large files that take a long time to download.
   
• Check email at least twice a day.
   
• Use separate accounts for personal and business email.
   
• Learn your colleagues’ email habits and preferences, such as how often they check email and how long it takes them to reply.
   
• Ask permission before forwarding email sent to you, and "clean up" the document when forwarding by deleting headers and personal information when appropriate for privacy. Click for more details.
   
• Remember that email messages are public documents. Do not say anything that could be embarrassing or that you cannot openly defend. Keep in mind that you never know who may read your message. Think before clicking "send"!
   
• Three Cardinal Rules:
      Rule 1: Courtesy!
      Rule 2: Courtesy!
      Rule 3: Courtesy!
      (enough said?)