Email Etiquette
Do's
Use proper sentence structure and type in complete sentences.
Keep emails simple and straight to the point.
Check for spellings and grammar errors.
Have a clear subject line.
Include courteous greeting and closing.
Remember to proofread your message.
Include contact details such as contact number so that recipient can contact you.
Reply to all emails with respect.
Keep private materials confidential.
Start with a salutation.
Dear Professor Smith
Dont's
Don't overuse exclaimation mark
Don't elaborate so much that the email becomes a novel.
Don't assume the recipient knows what you are talking about.
Don't forward emails without permission
Don't use humour
Don't reply to all unless the reply is appropriate for the whole group to see
Don't fill in the "TO" Line unless the message is proofread and the grammar is correct
In case of accidents of sending the email before the message is done.
Use only your office email account when corresponding to stakeholders at work
Don't use emojis
Set your timeline base on working days
Dear Mr/Ms/Mdm
Definition
the principles of behavior that one should use when writing or answering email messages
Tips
Only discuss public matters
Briefly introduce yourself
Don't "email angry"
Use exclamation points sparingly
Be careful with confidential information
Respond in timely fashion
Refrain from sending one-liners
Avoid using shortcuts to real words,emoticons, jargon, or slang
Keep it clean
Be clear in your subject line
Don't get mistaken for Spam by avoiding too much formatting
Your subject line must match the message
Use proper tone
Setting Deadlines
set timeline on working days
Attachments
Address the person and include a brief note about the document provided.
Zip documents before sending them
Use cloud services such as Dropbox, Flickr
Use short but proper file names for recipients to understand easily.
Avoid sending large attachments or uncompressed photos.
Inform recipient before sending large files and ensure they have the software and the same version to open the files,
Include Complimentary Close & Signature Block
Regards, Best Regards, Warmest Regards
Try to sound positive and professional when conveying less positive information,
Ensure email is sent and addressed to the right recipients.
Use "Reply All" function with discretion.
Keep Signature Block brief by providing necessary contact information