Teleworker Email Management
Email Etiquette
Word emails thoughtfully
Spell with care
Change the Subject line
Choose Subject line carefully
Use Bcc when emailing groups
Quote relevant parts when replying
Respect the privacy of others
Email Etiquette for Everyone
Why? Email lacks the cues and
context of conversation. Tone and intent are easily misinterpreted,
and remarks misunderstood.
Comment: Email is a permanent record - what you say and how you say it is not retractable. Ask yourself if the wording of the email represents what you intend to convey; can you stand behind it if it's misunderstood? How well do you know the recipient? An email may be forwarded to others, or copied to a public bulletin board. Is the wording dependent upon context? Ask yourself if there is any section you would not wish to be identified with, if it were removed from the surrounding context.
Comment: Email is a permanent record - what you say and how you say it is not retractable. Ask yourself if the wording of the email represents what you intend to convey; can you stand behind it if it's misunderstood? How well do you know the recipient? An email may be forwarded to others, or copied to a public bulletin board. Is the wording dependent upon context? Ask yourself if there is any section you would not wish to be identified with, if it were removed from the surrounding context.
Why? Spelling and grammar mistakes
distract from the content and leave your recipients with the impression
that you rushed your message.
Comment: Email reveals a great deal about the sender. If email is written carelessly, the recipient wonders if the writer is careless in other matters as well. Proof read content for mistakes a spell-checker won't catch.
Comment: Email reveals a great deal about the sender. If email is written carelessly, the recipient wonders if the writer is careless in other matters as well. Proof read content for mistakes a spell-checker won't catch.
Why? An email can be easily
found again later if the Subject line accurately describes the
topic.
Comment: For example, Subject: new phone system [WAS: painting the office]
Comment: For example, Subject: new phone system [WAS: painting the office]
Why? A well-chosen Subject line
makes it easier to find the email weeks later when you and your
recipient have forgotten the Subject line but remembered the topic.
Comment: For example, 'Subject: eagle and cat picture' is more precise than 'Subject: latest picture.'
Comment: For example, 'Subject: eagle and cat picture' is more precise than 'Subject: latest picture.'
Why? All the recipient addresses
in the 'To:' line are broadcast to everyone on the list. Your
email reveals the recipients' interests and affiliations, which
they might not appreciate.
Comment: Instead, put the recipient addresses in the 'Bcc:' line, ensuring that only your address is visible to the group.
Comment: Instead, put the recipient addresses in the 'Bcc:' line, ensuring that only your address is visible to the group.
Why? You will be appreciated
if you make your email easy to read.
Comment: When replying to an email, delete those parts of the reply which the reader does not need to see. Shift the burden for making email easy to read from the recipient to you.
Comment: If you must include large blocks of text in your response, put your comments at the top of the email so that your reader doesn't have to scroll to read those comments.
Comment: When replying to an email, delete those parts of the reply which the reader does not need to see. Shift the burden for making email easy to read from the recipient to you.
Comment: If you must include large blocks of text in your response, put your comments at the top of the email so that your reader doesn't have to scroll to read those comments.
Why? Careless use of others' email addresses results
in their getting spammed.
Comment: Do not post someone else's email address on a web site, sign anyone up for a newsletter, or send them ecards.
Comment: Do not post someone else's email address on a web site, sign anyone up for a newsletter, or send them ecards.