Proper Email Etiquette - iGovPhil...
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Proper Email Etiquette
September 12, 2013/GovMail Team
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Email Communication
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Email Communication
• Parts of an e-mail– Header
• From
• To
• Date• Subject
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Email Communication
• From– This lists the sender's e-mail address– The header may also list the actual name of
the sender when the sender has recorded this information with the e-mail service
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Email Communication
• From [Anatomy of email]– Email recipients put more weight on who the
email is from than any other item when choosing
• Which e-mails to open
• Which to delete• Which to complain about
Chris Baggot, Exact Target
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Email Communication
• To– This indicates to whom the message is being
sent– Original messages may be sent to more than
one recipient
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Email Communication
• Date (and often time)– This refers to when the message was sent– Time stamps are often issued by the e-mail
server
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Email Communication
• Subject– This contains the topic of the message– When no subject is included, some e-mail
services deliver the message to junk mail• Junk mail – A folder for messages from senders
not found in the receiver's address book
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Email Communication
• Other E-mail Options– Forward– Reply– CC– BCC– Attachments– Signature
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Email Communication
• Forward– A feature that allows the sender to pass the
message to another recipient, including attachments
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Email Communication
• Reply– A feature that allows the recipient to respond
to a message from the sender– Many e-mail services allow the recipient to
change the original message when replying
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Email Communication
• CC– A feature for sending an original message to
the prime recipient and to other interested parties
– When using CC, all recipients see who is receiving the message
– CC originally meant carbon copy and has transitioned into “courtesy copy”
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Email Communication
• BCC – A feature similar to CC except that in BCC or
blind courtesy copy, recipients are invisible to the other recipients
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Email Communication
• Tip: Use BCC wisely
– To keep addresses private, put your own address in the To: line and paste your mailing list in the CC: line
– BCCs within an organization can create distrust
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Email Communication
• Attachments– Other files
sent with the
message
Never open an attachment fromsomeone you do
not know
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Email Communication
• Signature– A “sign-off” feature that allows the sender to
create additional information for the receiver– Signatures may be saved and pasted to the
end of any e-mail– Signatures often list the sender's business
name, address, telephone number, etc.
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Email Communication
• Tips to avoid being marked spam– Minimize use of large fonts, colored fonts and
ALL CAPS, including signature file– Use specific, descriptive subject
• Do not begin the subject with:» Urgent assistance or very urgent» Confidential, reply, response, help, business,
attention
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Email Communication
• Body of E-mail– The area where the message is entered
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Email Communication
• Body [Anatomy of an email]– Before you type anything into a new
message, answer these two questions:1. Why am I writing this?
2. What exactly do I want the result of this message to be?
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Email Communication
• Body [Anatomy of an email]– Before you hit Send, review and delete
• negative comments about management
• criticisms of staff or performance issues
• bonuses or salary issues• product or liability issues• gossip• humor or other ambiguities
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Email Communication
• Body [Anatomy of an email]– Write so emails are easy to read
• Make paragraphs 7-8 lines
• Insert a blank line between paragraphs
• Use headlines, bullets, and numbers• AVOID ALL CAPS; THAT'S SHOUTING• If a message is longer than 3 screens, send an
attachment
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Email Communication
• Etiquette– Proper conduct or manners for producing an
e-mail message is called netiquette• Etiquette for the Internet
www.danielbowen.com
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Email Communication
• Netiquette– Be sure to include a subject line
• Some e-mail services sort incoming messages by subject for the recipient
– Consider using a Bcc to keep e-mail addresses private or to ensure that the “To:” area of the message remains a small size (recipients need not scroll past several listings to arrive at the body of the message)
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Email Communication
• Netiquette– Write clear and concise messages– Write short sentences– Avoid double spacing your messages as e-
mail requires recipients to scroll through messages without the benefit of highlighting or marking the message as one might on a printout
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Email Communication
• Netiquette– Avoid the use of all capital letters
• Capitalizing all letters is considered “shouting” or flaming
• Avoid using red color font; the recipient may consider this hostile
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Email Communication
• Netiquette– When replying to a message, consider
deleting part of the original message to save space on the screen
• Retain the part of the sender's message to which you are responding
– Avoid using the Reply To All function as this sends your response to all recipients of the e-mail
• Ask yourself: “Does everyone need to know this information?”
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Email Communication
• Netiquette– E-mail is an official written document
• Do not write something that you would not say to the recipient in person
• Consider e-mail a formal message, and keep it professional
– Avoid acronyms (abbreviations using the beginning letters of words) because not everyone will know their meaning
• (e.g. BFF = best friends forever and HAGW = have a good weekend)
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Email Communication
• Netiquette– Use proper grammar
• Conduct a spell check of your messages
– Use simple fonts• Computers may have a limited number of fonts
available for e-mail use• Using a small or compact font keeps the message
in a more confined area
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Email Communication
• Netiquette– Be specific
• State terms and conditions clearly to avoid mis-communication, especially when providing information about times, places, or people
• Being clear and concise in the original message prevents future e-mail request for directions, times, phone numbers, contact person, etc.
• Most recipients ask, “Why do I need this e-mail?” or “What is expected of me?”
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Email Communication
• Tip: Leave address blank
– If you're furious and must answer an email right away, leave the address line blank
– If you hit Send before you've had a chance to cool down, the email won't go through
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Email Communication
• Email etiquette is evolving– E-mail has quickly became a communication
standard and the Internet's most popular application
• Both the number of e-mail users and the usage rates are continuing to grow exponentially
Mischelle Davis, V.P. Of marketing communications
at NewWorldIQ
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Email Communication
• Where are we now?– Right now online writing is pretty much in its
Wild West stage, a free-for-all with everybody shooting from the hip and no sheriff in sight.
O'Conner & Kellerman (2002)
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Email Communication
• What makes email
different?
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Email Communication
• General Email Etiquette Rules– ALL CAPS IS CONSIDERED SHOUTING– So is over punctuating !!!!!!!!– Not using capitalization or punctuation makes
e-mail hard to read– Text messaging abbreviations r confusing 2 ur
co-workers– Avoid emoticons– Explain acronyms
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Email Communication
• General Email Etiquette Rules– Check spelling and grammar before sending– Keep slang at a minimum
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Email Communication
• More Email Etiquette Tips1. Beware of hidden readers
2. Write as if Mom or the boss is going read it
3. Remain gender neutral
4. Keep harassment and discrimination policies in mind
5. Don't use email to let off steam
6. Control the urge to “flame”
7. Respect other people's time
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Email Communication
• More Email Etiquette Tips8. Never reply to spam
9. Do not email the world
10. Copy with care; reply to all with care
11. Don't oversell your message
12. Ask permission before forwarding
13. Be cautious in sending attachments
14. Always use a salutation and signature
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Email Communication
• More Email Etiquette Tips15. Beware of the exclamation point
16. Resist the urge to capitalize– Also applies to all lower case letters
17. Use correct spelling, grammar and punctuation
18. Think before requesting a receipt
19. Keep editorial comments to yourself
20. Treat others as you would have them treat you
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Email Communication
• More Email Etiquette Tips21. Consider e-mail's limitations
22. Always use a descriptive subject line
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Email Communication
• References– GovMail Policy: Annex A– word-crafter.net/EmailEtiquette.ppt– Melinda Bradbury, “Email Etiquette and
Appropriate Use”, Ag Information Technology (AgIT) Call Center [http://www.docstoc.com]
– https://kbase.asti.dost.gov.ph from Paul Serrano presentation
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Email Communication
Thank you