Email Etiquette at Work

Email has become part of our everyday communication both in the office and at home. Correspondence that use to take place via the phone or in person are now being done virtually via email or webmail. For instance, a businessman may send an email to his colleague that sits just a few desks away to alert him of the latest developments in the office when once he might have just made contact in person. Because of the unique nature of email contact and the prevalence of email in our everyday communication, a new set of challenges have arisen when it comes to the rules of email etiquette.

Emails should only be for fact, logic and reason. I have seen so many innocent (on the surface) emails start a war of words between consenting adults that if it wasn't so serious, would almost be laughable. In fact, I have seen a situation where two colleagues who once had a very good relationship, eventually deteriorate to the point of legal action over each other's interpretation of a simple email message.

Many businesses have strict electronic communication policies that prohibit inappropriate content and clearly state that information created and distributed from workplace computers is the property of the company. While common, this can cause some issues. What some deem inappropriate, others do not and determining appropriate content can become a grey area. Oftentimes, when an email is sent from work the employee doesn't think of the "big picture" ramifications.

Don't discuss multiple subjects in a single message. If you need to discuss more than one subject, send multiple e-mails, or for easy of reading and email etiquette, put the subjects in bullet points, or numbers. Include the topics in the subject line, e.g. upcoming meetings in April. This makes it easier to scan the subject lines later to find the message you need. It also contributes to briefer e-mail messages and a greater likelihood of a response. Also, the more specific you can be about your subject heading, the better.

Any user will tell you that email is extremely fast and inexpensive. As a small business owner, you can use the email medium to communicate effectively, impress your clients favorably and build a relationship with them that could influence your business positively. Sometimes, however, the very fact that correspondence can be exchanged so rapidly through this medium has its own drawbacks. An inappropriately worded email or one that has been hastily composed can cost you precious business.

Instead of just writing the words as they pop into your head and then hitting the "send" button without even reading them, take time to plan the message. If you have three related points to make, put them in logical order. Couch the information in complete, grammatically correct sentences. Break the message into short paragraphs, which are easier to read online than huge blocks of text. And use upper and lower case letters just as you would in print.

Respond quickly to questions. Instead of putting an email off, answer it once you receive it. If you need to research a topic let the sender know. This gives them the common courtesy of knowing their email has been received and is being worked on.

Email Signature - keep it short, simple and professional. Include your name, company name, title within your company, live website link and contact information. It's appropriate to include a tag line for branding, but refrain from using quotes. Ensure that the signature is not an attachment and use graphics or logos sparingly, if at all.