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.

Source: crillylaw.com.au
Source: crillylaw.com.au

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.
Source: www.vat19.com
Source: www.vat19.com

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.
Source: www.livebinders.com
Source: www.livebinders.com

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.
Source: www.gcflearnfree.org
Source: www.gcflearnfree.org

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.
Source: www.coolcatteacher.com

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.
Source: www.template.net
Source: www.template.net

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)