Email Etiquette 101

QUEZON City, Philippines (September 28) – Whether it is for business or purely personal, it is very  important that we follow proper email etiquette. With the proper etiquette, your emails would be a delight to read and you will be seen as a polite and smart person.

These are the things that you must follow when sending an email:

On the content of the email itself:

• When sending emails, make sure that it includes a courteous greeting and closing so that your e-mail will not seem demanding or terse.
• Address your contact with the appropriate level of formality and make sure you spelled their names correctly.
• On that note, check the whole email for proper spelling.
• Be sure that you use proper sentence structure and appropriate punctuation.
• Include all the relevant details and information necessary to understand your request or point of view.
• Type in complete sentences.
• Always end your e-mails with “Thank You”, “Sincerely” or something that will make your e-mail more courteous.

In formatting e-mails:

• Do not type in all caps.
• Also, do not  type with lowercase because it symbolizes laziness and lack of education.
• Do not use patterned backgrounds and stay away from fancy fonts.
• Use emoticons to ensure that your tone and intention is clear.

On the subject of e-mail attachments:

• if you’re sending a large file, always “zip” or compress them before sending.
• Never open some attachments or e-mails from someone you don’t know.
• Be sure that your anti-virus, spyware or adware programs are up-to-date and can include scanning your e-mails and attachments in both on-going and out-going.
• It is better to send multiple attachments to avoid clogging the pipe line.

In forwarding e-mails:

• Don’t forward e-mails that say to do so, no matter how noble the cause maybe. Most are hoaxes and may not be appreciated by those you send to.
• Do not edit out all the other e-mail addresses, headers and commentary from previous “forwarders”.
• Be careful in forwarding e-mails on political and controversial issues. The recipient may not appreciate your POV.

Also – and this could not be stressed enough – posting or forwarding a private email is a copyright infringement. Not to mention, downright rude. Seek permission from the author first.

When it comes to business email, here are some points to ponder:

• Think of your business email as though it was on your business letterhead.
• Emailing site owners about your product and service through the site form is still a spam. Ask them if they want more information first.
• Formality is a courtesy and reflects respect. Assume the highest level of formality with new email contacts until the relationship dictates otherwise.
• Never send a business attachments outside of business hours and confirm that the format in which you can send be opened by the other side.

At the end of the day, remember this important modern-day adage:  “Type unto others as you would have them type unto you.”

(written by Allyssa Ruiz, edited by Jay Paul Carlos, additional research by Vince Alvin Villarin)