Email Etiquette
These days, your first contact with other people will often be through email. In fact, while you may never actually meet them face to face, you might well end up having a productive ongoing email relationship with them for years.
While everyone has their own unique writing style and distinctive quirks, there are some simple rules of email etiquette you can follow in order to make sure your emails will be warmly and productively received.
Don't Overquote
When you're replying to somebody else's email, try to quote only the relevant parts of their own message in your reply. This is especially important if the message you're replying to contains several "layers" of quotes as it can quickly become a real chore trying to work out who said what, when.
Treat Email Confidentially
If somebody sends you ideas or information by email, don't assume that means you're now entitled to reproduce that information in a public venue such as a discussion group, chat room or USENET newsgroup.
Email is a one-to-one communications tool, designed for interpersonal communication, so unless you're explicitly told otherwise, always assume that each email you receive has a big PRIVATE stamp on it.
Even simply forwarding an email to a friend or colleague might be considered a breach of trust by the original sender, so think carefully before passing it on.
Don't Dice Up Names
If you don't know what form of a person's name they prefer, stick to what you can see in "public". Thomas shouldn't automatically become Tom, Edwin definitely shouldn't become Ed, and so on. Once they've replied to your initial email, you'll be able to see their preferred form of address by the way they signed their reply to you.
Don't Blast Emails Around Indiscriminately
To mail a large number of people, such as a wide group of friends or a list of customers, never paste the email addresses into the CC field of your email program.
When you use the CC field, everyone can see everyone else's email address. This can annoy a lot of folks who don't like to see their email addresses exposed in public, and in the case of customers you're basically handing out a free list of all your clients if you mail out that way!
Always use the BCC (blind carbon copy) function instead, as that way each person will only see their own email address on your message.
Think Twice Before Sending HTML Mail
If you are sending an important message to somebody, don't use "HTML" code in your message unless you are sure that their email program can understand "HTML" correctly. If it doesn't, your message will become an unreadable mess -- not the impression you were intending to give, I'm sure!
Additional Tips Submitted by Site Visitors
"As a retailer and owner of a Web site, I find E-mail to be a more courteous form of communication than face-to-face contact. It appears the rules for polite E-mail conduct are well-established. However, as polite in tone as they are, I'm tired of messages that are virtually unreadable, in terms of spelling and grammar, or ask repetitive questions.
The remedies are easy and help ensure that original messages are clear and responded to in a timely manner. First, all of us need to check our spelling and grammar, first by simply running a Spellchecker, then by quickly reviewing the message again for punctuation and grammar. Little typos aren't a big deal. Massive typos and run-on sentences, however, go to the bottom of my correspondence folder.
Second, carefully review replies dealing with multiple subjects. For example, I often get messages that ask multiple questions, i.e.. What's the price? What's the size? What are the shipping terms?, etc. In return, my replies are often replied to again and again with questions that were answered the first time.
I imagine all of us complain about not receiving prompt answers to E-mail inquiries. But I have no doubt that part of the reason is that people on the receiving end are slowed down by queries that make no sense."
"Due to the immediacy of email, a lot of people are quick to write replies or original emails with haste. This is alright when you have something quick to say, like, "Happy Birthday", but when you are upset or furious, the ease of pressing the SEND button can get you in a lot of trouble. If you are upset and you are composing an email, you can write it as hastily as you wish. But don't click the SEND button when you are done. Instead, let the email sit there for an hour or so while you cool off. When you return, review the email and make the changes you feel are appropriate, now that you have more composure.
Another tip that I would like to add isn't so much about etiquette, but just plain advice. Communication between humans is approximately 90% body language, 8% tone of voice, and 2% what you say. With email, you remove the first 98%. Be aware of this when you write emails. Be very obvious with your meanings, since subtleties will be lost or completely misunderstood. Remember this too, when reading others' emails. Their grasp of the language, or their haste in composing the email, may have given it a "virtual tone" that may come off as derogatory or aggressive. Reread it and see if you are simply misinterpreting the words."