Email Etiquette

Email is different than face-to-face conversation because the other person cannot read your body language or tone of voice or gestures. The recipient may not know if you are joking, sarcastic or serious. That is why it is very important to express yourself concisely and clearly.

In order to write an effective email, here are some pointers: Make your subject line reflective of the body of the email. This prepares the reader for reading the body of the message by shifing his/her mental attitude. Be specific in your title. Just don't use the word "Question" or "Information" or "FYI". These words can form part of the title, but not used alone. For instance, you could write a title, "Question on Absentee Policy".

When replying to an email, include the key sentences from the original email. This can be done by using the "reply" funtion and then putting your message at the before the original text or placing your comments within the original text It all depends on the type of answer you are required to write. Most email programs automatically include the > sign next to each line of the original message. It is wise to delete any lines from the original message that don't pertain to your answer. By doing this, the respondent will not have to wade through lines which could have been pleasantries or a matter that has been resolved.

Try to avoid the use of pronouns, especially at the beginning of your message. That is, don't overuse the words "he". "she", "I" , "they" or "we". It could confuse the respondent and incite the need to write another email for claification. Subsequent emails could be reduced if the original message or reply was clearly stated.

Use asterisks if you want to *lightly* emphasize a word. This is the equivalent to using italics on a written document. Although some email programs allow you to use bold or italics, the receiver's email program may not pick that up.

You can also capitalize the first letter of each word as light emphasis and that's usually used when using a well known phrase, such as Practice Makes Perfect.

If you want to place a HEAVY emphasis word or phrase, use all capitals and an exclamation mark(s)!! Use all caps SPARINGLY because the reader may get offended by your shouting. Now for !!*SUPER*!! emphasis, you can combine the asterisk with all caps and exclamation marks. This should be used only in *extreme* circumstances.

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