Email Ettiquette

Remember these guidelines as you compose emails for the course. Emails not conforming to these guidelines may be returned.

• Give an e-mail a subject heading which is concise, direct, and relevant.
• Keep subject headings consistent on extended exchanges, even if the subject of the e-mail changes.
• Include a greeting and salutation.
• Describe any attachments and how they should be used.
• Give attachment logical names, and include file type in the name (.doc, .pdf, etc).
• Don't forget to attach. When writing an email that includes an attachment, attach first, then write the message. (cc yourself so that you know your attachment arrived).
• Use formal, but casual language (complete sentences, capitalization and punctuation, correct spelling - especially names and companies.) E-mail is cordial, but professional.
• Watch pronoun use. Make sure objects referred to by pronouns are clear. (No “Frank, will you send me that thing?”)

Don’t use all caps. That is the virtual equivalent of yelling.

• Be respectful and cooperative.
• Assume that your supervisor can read any e-mail you read. Treat every e-mail like your supervisor can read it, or that it may end up in court.
• Store relevant e-mails in carefully marked folders.
• Try to give and receive important orders in some written form so that you have a written record of agreements. E-mail is a good way to do this.
• Write e-mails with the voice necessary to address your recipient. Learn to fit in with the corporate culture around you.
• Don’t include unnecessary personal details.
• Think twice before you dash off an e-mail. Does this person need to read this? Are you addressing them in an appropriate tone? Proofread.
• Always think of your audience. To whom is your message being sent? Where are they likely to read it? What is the purpose of your communication?