Email Oh Email

It’s a culture in SKALI to use email as one way of communication. You can expect lots of email in your inbox folder almost everyday, including weekends. I have been in this culture for almost 5 years, and now (since last December) I am going through all this all over again.

Its nothing new and it doesn’t actually bother me, except that I have to deal with different type of people. My e-mail’s recipients are now differing from previous. Most of them are my bosses, my team members, clients as well as partners. Not to forget, friends.

I guess, all of us tend to forget that there is some etiquette been drawn out for us to follow when writing email. Its not a rule, but more into a guideline. Still, people are likely to ignore. That’s including me. I admit. Sometimes, when I read through some emails sent by me, its sounds immature, impropriate and maybe in times not professional.

I “googled” the net to find some simple email etiquette that I think can be followed as our guideline. However, they are more into western’s culture. So, being a Malaysian which always claimed that we are more polite and humble then the “mat saleh”, I guess we can do more than the list below.

What are the etiquette rules?

There are many etiquette guides and many different etiquette rules. Some rules will differ according to the nature of your business and the corporate culture. Below we list what we consider as the 32 most important email etiquette rules that apply to nearly all companies.

32 most important email etiquette tips:

1. Be concise and to the point
2. Answer all questions, and pre-empt further questions
3. Use proper spelling, grammar & punctuation
4. Make it personal
5. Use templates for frequently used responses
6. Answer swiftly
7. Do not attach unnecessary files
8. Use proper structure & layout
9. Do not overuse the high priority option
10. Do not write in CAPITALS
11. Don't leave out the message thread
12. Add disclaimers to your emails
13. Read the email before you send it
14. Do not overuse Reply to All
15. Mailings > use the bcc: field or do a mail merge
16. Take care with abbreviations and emoticons
17. Be careful with formatting
18. Take care with rich text and HTML messages
19. Do not forward chain letters
20. Do not request delivery and read receipts
21. Do not ask to recall a message.
22. Do not copy a message or attachment without permission
23. Do not use email to discuss confidential information
24. Use a meaningful subject
25. Use active instead of passive
26. Avoid using URGENT and IMPORTANT
27. Avoid long sentences
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
29. Don't forward virus hoaxes and chain letters
30. Keep your language gender neutral
31. Don't reply to spam
32. Use cc: field sparingly

Full content; http://www.emailreplies.com/