EMPLOYEE EMAIL ETIQUETTE
May 31, 2010
By Angie Adams
We often have "procedures" for email, rules that tell us how we can use our
email and how much time or material we can send through our company's email
system, but rarely do we have something that tells us how we should behave.
Etiquette do's and don'ts are everywhere. Don't put your elbows on the table.
Do say please and thank you. Don't name call. Do treat others as you would
choose to be treated.
So many of us have gotten so used to the "anonymity" of the internet that we
forget that along with our email address comes Company identifiers, as well as
sometimes our titles, our phone numbers and
much more. Even if our email address does not
give away our company, they are easily traceable
back to the source and can be so damning. An
attorney friend says "Don't put in writing anything
you don't want flashed on the wall of a
courtroom". Emails are used all the time in court
and other legal proceedings.
A few rules of etiquette are in order.
Rule 1: Always remember to enter the subject in the subject line. This helps
the receiver to know what you are addressing, and recognize whether to open or
delete. If you do not include a subject line, you may never get your email read.
Rule 2: Spell check is there for a reason. You are representing your company
when you use company email, ALWAYS spell check.
Rule 3: Open with a SALUTATION just like you would a letter, their first name,
if you are very familiar with the person is fine or if they have addressed you by
your first name in prior emails; Mr or Mrs or Ms or Dr and their last name, if you
are addressing a client or professional person.
Rule 4: Bold and underlining are considered shouting in emails. Don't shout;
be polite and respectful of everyone, even if they are not respectful of you.
Remember you are in business and should act professionally.
Rule 5: Respond as quickly as you can to any inquiry of a business nature.