E-mail Etiquette

October 14, 2009 — by Per Christensson

For many of us, e-mail has become a regular part of our daily lives. Most people send multiple e-mail messages to co-workers and friends every day. Therefore, I find it surprising that so many users are unaware of basic e-mail etiquette. In case you are unsure if you know all the "netiquette" rules related to e-mail, here is a list of guidelines that you may find helpful:

1. Include a relevant subject
   Most of us receive several e-mails per day. Having a relevant subject for each message makes it much easier to browse through the messages and reply accordingly. Plus, if you don't include a subject, it increases the odds that your message will get caught in a spam filter.
2. Add your name to your e-mail account
   When you include your name in your mail account configuration, it makes your name appear in the "From:" field rather than just an e-mail address. This is helpful for other users and will also decrease the chance of your message ending up in a junk mailbox.
3. Use good grammar
   Composing an e-mail message is different than text messaging or chatting online. Therefore, maintaining good grammar and punctuation is important, especially in work-related e-mails.
4. Include paragraphs
   Separate different thoughts or topics with a paragraph and an extra line break. This makes lengthy e-mails much easier to read.
5. Don't spam
   Spamming users with unsolicited e-mail is a cardinal online offense. We all know how annoying it is to receive unwanted messages. Therefore, please don't contribute to the problem.
6. Don't forward messages
   Nobody likes a frequent forwarder. Forwarding e-mail is typically more enjoyable for those forwarding messages than for those receiving them. You can occasionally forward important e-mails, but make sure to delete any other e-mail addresses included in the body of the message. This way you won't unnecessarily share other users' e-mail addresses.
7. Use Bcc for mass e-mails
   If you need to send an e-mail to a large group of people, be sure to enter the addresses in the the Blind Carbon Copy (Bcc) field. This means each recipient will only see your e-mail address, rather than the e-mail addresses of everyone you sent the message to.
8. Include a signature
   Appending a signature at the end of an e-mail is a clear way to end your message and provide your contact information to the recipient. A personal signature may simply include your name and e-mail address. A work-related signature may also include your title, business name, and phone number. Many e-mail programs allow you to create multiple signatures for different purposes.