Email
Etiquette Tips
In
many cities and towns, email is becoming the preferred method of communication.
It’s fast, inexpensive, and often less frustrating than playing “phone
tag.” Public Works relies more on email everyday and many citizens would
prefer to send an email than place a phone call. This article contains a few,
important tips for email use.
Use upper and lower case.
AVOID TYPING IN ALL CAPS. THIS IS THE EQUIVALENT OF SHOUTING! Many people see a
message typed in all caps as rude and disrespectful. The recipient may perceive
this as an angry email.
Proofread.
Proofread. Proofread. Use
punctuation, correct grammar and spellings. Always proofread email before
sending and use spell check.
Watch
message length and tone. Avoid long,
rambling messages. Readers may stop reading before they get your main point or
points. Long messages are often confusing. Also, however, excessively short
unclear messages. Be more polite than usual.
Use
detailed and specific subject line descriptions. This
helps the recipient quickly determine the point of the email. It may speed up
response time. Detailed subject lines help senders to manage and locate emails.
Many readers will delete an email without opening it based on the subject line.
A quality subject line tells readers the purpose of the email.
Avoid cutesy email addresses. Most agencies have standard email formats. Some people use a personal account for business purposes. Avoid using a cute name for your address because people form an impression of the sender based on this address.
Use “high priority” or “urgent” sparingly. Only use when absolutely necessary and when a message needs immediate attention. When someone always sends out urgent messages, recipients may start to ignore your emails that are truly critical. Remember the boy who cried wolf..
Don’t
send chain letters, urgent virus warnings, or other hoax letters. Many
virus warnings are not legitimate. Before forwarding these messages, verify
that their legitimacy. Check with the agency’s email administrator regarding
the legitimacy of these warnings.
Source:
Carr, Kim, Country Roads & City Streets, WV LTAP, Summer 2004, Vol. 19, No.