Chapter - 05 - Writing Skills

E-mail Etiquette

Sending Emails:

·         E-mail includes a courteous greeting and closing.

·         Address your contact

·         Read your email out loud to ensure the tone

·         Be sure you are including all relevant details or information

·         using proper sentence structure

·         Review the Sender's email again

• In most cases replying to the Sender alone is your best course of action.
• check the address or addresses
• Be sure your name is reflected properly in the From
• Type in complete sentences
• Never assume the intent of an email.
• Always acknowledge emails
• Be sure the Subject

·         Don't hesitate to say thank you, how are you, or appreciate your help!

·         Keep emails brief and to the point

·         End your emails with "Thank you," "Sincerely," "Take it easy," "Best regards"

·         If you attach then don’t forget to write and attach the file

Formatting Emails

·         Do not type in all caps.

·         Do not use patterned backgrounds.

·         Stay away from fancy fonts

·         Use emoticons sparingly to ensure your tone and intent are clear.

·         Typing your emails in all small case

·         Avoid using multiple font colors in one email.

Email Attachments

·         When sending large attachments, always "zip" or compress them before sending.

·         Never send large attachments without notice!

·         Never open an attachment from someone you don't know.

·         Be sure your virus, adware and spyware programs are up to date

·         It is better to spread multiple attachments over several emails

·         Make sure the other side has the same software as you before sending attachments.

To, From, CC, BCc, RR, and Subject

·         Only use Cc: when it is important for those you Cc:

·         Don't use Return Receipt (RR) on every single email.

·         Include addresses in the To: field for those who you would like a response from.

·         Include addresses in the Cc: field for those who you are just FYI'ing.

·         Make sure your name is displayed properly in the From: field.

·         Remove addresses from the To:, CC; and BCc: field that don't need to see your reply.

·         Always include a brief Subject.

·         Think about your motives when adding addresses to To:, CC:, BCc. Use your discretion.

·         Never expose your friend's or contact's email address to strangers by listing

·         Make sure when using BCc: that your intentions are proper.

Email Forwarding:

·         If someone asks you to refrain from forwarding emails they have that right and you shouldn't take it personally.

·         When forwarding email, if you cannot take the time to type a personal comment to the person you are forwarding to then don't bother.

·         Don't forward anything without editing out all the forwarding.

·         If you must forward to more than one person, put your email address in the TO

·         Be careful when forwarding email on political or controversial issues.

Email and Perception, Privacy, Copyright

·         Choose your email address wisely.

·         Try not to make assumptions when it comes to email.

·         Posting or forwarding of private email is copyright infringement

·         When there is a misunderstanding by email, don't hesitate to pick up the old fashioned telephone to work things out!

·         Know that how you type, and the efforts you make

·         If you forward an email that turns out to be a hoax

·         When filling out a contact form on a Web site, with clarity so your request is taken seriously.

·         Don’t expose your address to strangers without your permission.

Business Email:

• Think of your business email as though it was on your business letterhead
• Emailing site owners about your product or service through the site form is still spam.
• When replying to emails always respond promptly
• Formality is in place as a courtesy and reflects respect.
• Be very careful how you use Reply to All and Cc: in a business environment.
• Never send business attachments outside of business hours

Chat, IM, Texting:

• Use Instant Messaging (IM) for casual topics or informational briefs.
• Start by always asking if the person you are IMing is available
• Practice communicating briefly and succinctly.
• IMing is not an excuse to forget your grade school education.
• If you are not a smooth multi-tasker, do not continue multiple IM sessions
• Take into consideration who you are communicating with to determine

Social Media, Blogs and Forums:

• Keep in mind when Tweeting, on Facebook that you are in a global arena.
• When discussions get out of control; don't stoop to name-calling or profanities.
• In forums, keep your signature file to no more than 2-3 lines.
• Keep commercialism to no more than a link at the end of your comment
• Stay on topic and discuss issues only relative to the topic in question.
• Never give out personal information or specifics to your location on online
• Keep in mind there will always be differences of opinion.
• Be sure to down edit, or remove any part of the post you are replying

Email Considerations...

• Before getting upset because you perceive someone didn't respond, check to see if their reply was inadvertently deleted
• With emotionally charged emails, wait until the next morning
• Feel free to modify the Subject:
• When it comes to your email communications, know who you can trust
• Take the time to review each email before clicking Send
• Never use an old email to hit reply and start typing about an entirely new topic.
• Always add the email addresses of Web sites and new contacts immediately
• Before completing a Web site's Contact form; make an effort to review the site to be sure the information you seek is not already available.
• Take a quick look at the e-mails in your Trash before you delete
• Don't mass e-mail people who didn't ask to be on your personal "mailing list".