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Email Guidelines
1) Be appropriate to the relationship, i.e. Do use a salutation (Dear xxxx) when you are sending a first
email or an email to someone above you in the hierarchy Use first name only
after some relationship is established You can omit salutation all together once a conversation has
been established and you are quickly communicating information
2) When forwarding information, quote only that which is necessary to forward and do so with a copy and paste process -
do not simply forward the entire message or quote the entire message. Some business systems will not accept forwarded
messages at all. Also, be sure to add a short message indicating why you are forwarding the
information.
3) When sending emails to a large number of people, consider sending the original email to yourself and �BCC� (blind courtesy
copy) to the rest. This will keep email addresses confidential, as well as prevent the reader from having to scroll down a long
list of recipients. I have a friend who is blind. His computer reads to him and he really doesn�t like listening to all those
email addresses!!
4) Use a simple signature - most email programs provide a template for a standard �signature� identifying the sender.
Don�t be cute. Do be short, clear and include all necessary �how to contact�
information.
5) Emoticons (shorthand symbols, i.e. :) means �smile�) are appropriate in personal emails or in established relationship
emails. They should be used only if you know FOR SURE that the receiver knows the meaning of the emoticon.
6) Void of voice, emails can be very easily misunderstood. Your choice of �tone� - the way you use words, the words you
use, the arrangement of words, the use of punctuation - all communicate meanings the can be easily misunderstood. The
receiver does not hear your voice, nor does the receiver see your facial expressions
and body language. These two things comprise 93% of our communication when we are face-to-face. We
can afford to be a bit less conscious of our words, sentence structure, grammar, etc, when
it is only 7% of our communication. Email is 100% words. Be careful!
7) CAPITAL LETTERS are the equivalent of shouting - please don�t!
8) Read, re-read and re-read again your email to be sure that your message is clear.
Avoid unclear references, incomplete sentences, unnecessary punctuation. Include appropriate punctuation.
Do a spell check. Make sure you have addressed all points or questions if you are
responding to someone�s message.
9) If it is crucial that your message is received, mark it highest priority (usually part of the composing format) and
request a receipt of message notice (usually found under edit/preferences). Use high
priority flags ONLY when it is truly urgent. Mis-use of this tool will cause others to not pay
attention to your priority indications.
10) If a simple, several word response is all that is needed, indicate this to the recipient. You are most likely to get a
response when it is easy to respond.
11) KISS - the infamous Keep It Short & Simple - is a good rule to remember. More than two issues or questions per email
increases the probability that not all your questions will be answered or not all your
issues will be addressed.
12) Use the subject line like a headline in a newspaper. It needs to grab the attention of the reader, as well as tell
something about your message and it�s urgency or importance.
13) If there are more than two �cycles� to the email exchange, then perhaps a telephone or face-to-face conversation is needed.
14) Do not criticize, chastise or reprimand via email. Avoid discussing volatile situations and emotions in email.
15) Remember that your email is not confidential. It can be read by anyone with the hacking ability or program in place to
do so. Personal messages ought to be on personal email, and even then be aware that someone else might read your missive.
16) There is a large impact from handwritten messages, because email and voice mail have become so common. Ask yourself, �Is
it possible that this would be better communicated through a letter, note or phone call?�
17) Whenever a written record of a communication is necessary, especially when there may be legal implications, use a formal
business letter instead of email.
"If you have built castles in the air, your work need not be lost, that is
where they should be. Now put the foundation under them."
--Henry David Thoreau
Build strong foundations under YOUR castles with a private Coach!
Patricia
Clason, owner of "Accountability Coaching Associates" was first to
receive the "Registered Corporate Coach "designation from the
National Association of Business Coaches. Patricia is also a professional speaker, author and trainer in human resource
development with over twenty-five years of experience!
Visit her at her website <http://www.lightly.com>
where you will find helpful articles, a calendar of events for the Center for
Creative Learning, and much more!
Or call her at (414) 374-5433
Check out her NEW program on Ethics - the hot topic of the 21st century!
And in the meantime - Take It Lightly!!!!!!!!
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