Email Etiquette
If you type it, you’d better mean it
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LifeWatch Employee Assistance Program
Why is email etiquette important?
• We all interact with the printed word as though it
has a personality. That personality can give us a
negative or positive impression.
• Your words can be misinterpreted by your
reader.
• So, it is crucial that you follow the basic rules of
etiquette to convey an appropriate tone.
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Professionalism
• Email is a business communication
• Avoid temptation to be casual
• Write a salutation for each new subject email
• Return emails within the same time you would a phone call
• Check for punctuation, spelling and grammatical errors
• Use capitals when appropriate
• Use a font that has a professional or neutral look
• Use active writing: it makes your sentences stronger and usually
shorter
• Do not use smiles ☺, winks ;), and other graphical symbols
• Mind your manners
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Tone
It is easy to change your tone when you’re speaking.
When you’re writing, it’s very hard to do.
• Write in a positive tone: “when you complete the report” instead of “if
you complete the report”
• Avoid negative words that begin with “un, non, ex” or that end with
“less” (useless, non-existent, ex-employee, undecided)
• Using all caps or all bold letters is considered “yelling”
• Read your email over a few time before you hit send to make sure it
is respectful
• Powerful words to remember to use: “please” and “thank you.” If you
forget to use them it may come across as disrespectful
• A professional, conversational tone is best
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Are Your Emails Viewed as Rude?
• Do you forward emails without comments?
• Do you disregard requests from others who ask that you not forward
emails to them?
• Do you send overly large, unexpected attachments?
• Do you send business attachments after business hours?
• Do you forget to start every email with a “Hi” or ”Hello” with the
recipi