Although letters are still used in business and formal communication, email is often the norm. Despite what some people might think, an email is no excuse to become ‘sloppy’ – no matter how quick and convenient it might be. Here are guidelines – courtesy of Microsoft and other sources – on communicating by email:
- Be courteous, and always make sure you spell the recipient’s name correctly. If you’re writing from a work address, remember that your words are a reflection on both you and the company you work for.
- Don’t type your email (or reply to a blog or Facebook comment) in capital letters. DOING THIS IS THE EQUIVALENT OF SHOUTING, and is considered rude.
- Keep your email informative yet concise. Many people are inundated with emails and do not have time to wade through reams of irrelevant copy.
- When sending attachments (such as Jpeg images), make sure the recipient can download the file, otherwise it might jam his or her mailbox. This can be very frustrating for farmers who have poor Internet connectivity and who might be expecting an important email.
- It is polite to acknowledge an email as soon as possible.
- Emails from a workplace are not considered private. They are company property and can even be used in a court of law – so don’t say something you wouldn’t write on a postcard.
- Use a ‘signature’ that includes your email address and contact numbers so that your recipients know who the message is from. You’ll just have to set this up once and it will appear automatically thereafter.
- Use the subject line appropriately. Don’t leave it blank, or just type your name there or something like ‘Hi!’
- Never forward a chain letter. And before sending out a virus warning make sure this isn’t a hoax by going to a website such as www.hoax-slayer.com.
- Using a ‘return receipt’ on your emails is generally considered an intrusion.
- When forwarding an email always take the time to add a personal comment and make sure you delete the ‘>>>>>’.
References: 12 tips for better e-mail etiquette; www.101emailetiquettetips.com; www.wikihow.com/Improve-Your-Email-Etiquette.
