Email Etiquette

Sending and Replying Email

Refrain when it is more effective to call as it is more starightforward

Identify yourself when sending to someone for the first time

Give an interim reply when working on a response that your recipient is expecting

Offers an update and assures recipient that you are working on the matter

Be mindful of spamming when you 'reply all'

Another inconsiderate act of spamming is putting others on cc unnecessarily

Avoid using bcc as communications at work should be opened and professional

Language and Tone

Use proper English. Simple words and short sentences.

Some people find a single word reply rude and commanding

Do not use emojis.

Avoid being emotional at all times

Do not capitalise words, use exclamation marks, enlarge fonts and bold your text

Interpreted as shouting or can mean intolerance

Ensure free of spelling and grammar mistakes

Be polished with your expressions. Try to sound positive or neutral even when conveying less positive information.

They are unprofessional and you won't be taken seriously. Possibility of misinterpretation.

Setting Deadlines

When expecting responses from recipients, set a reasonable timeline:

Don't expect people to respond to you the following morning when you emailed them today

Set timeline based on working days. Don't expect others to work during weekends and public holidays

Email sent after office hours technically means the next working day

Rotational shifts - 'working days' and 'office hours should be considered in the context of recipients

Attachments

Refrain from attaching document, especially those large in size

Ensure zip before sending

Remove graphics if not needed to reduce the file size

Address the person and write a short note. Never leave subject line and text box blank.

Use cloud services like Dropbox and Flickr where appropriate

Short and proper file names that recipient can understand at a glance

Email Account

Use only Office email account when corresponding with stakeholders at work

Personal email account

Reduce credibility and professionalism of message
Security concerns of information leakage or unauthorised dissemination to unintended recipients

Don't use office account for personal matters

Content including links and attachments like jokes and entertainment videos

Poor image of you and company
Adversely affect company's IT systems or threaten security if viruses are embedded in content
Can lead to unnecessary misunderstanding or inappropriate behaviour

Official representation of the company