Set Your System Clock Right-make sure you don't send messages from 1981.
Mind Your Manners-think of the basic rules you learned growing up, like saying please and thank you.
Address people you don't know as Mr., Mrs., or Dr.-only address someone by first name if they imply it's okay to do so.
Talk About One Subject per Email Message Only-Don’t confuse the issue, for another subject, start a new email.
Use a meaningful subject-eg when you send an email requesting information about a product e.g. “Product A information” rather than “product information.”
Use cc: field sparingly-this can be confusing since the recipients might not know who is supposed to act on the message. Only cc someone if you have made sure the recipients will know why they are receiving a copy.
Do not overuse Reply to All-only use Reply to All if you really need your message to be seen by each person who received the original message.
The body of an e-mail
Watch Your Tone-Merriam Webster defines tone as an "accent or inflection expressive of a mood or emotion." At all times you want to come across as respectful, friendly, and approachable. You don't want to sound rude or demanding.
Be specific- Instead of: “Please send me the latest sales figures” rather say, “Please send me the sales figures for the period June-July 2007.” Being more specific might help you find the information faster.
Use Proper Grammar-You can write in a conversational tone but pay attention to basic rules of grammar.
Punctuation Matters-comma, colon, hyphen and semicolon — all exist for a reason: they make it easier to understand the intended meaning of a sentence.
Be Sparing of Exclamation Marks-one exclamation mark is certainly enough!!
Do not write in CAPITALS-AS IT SEEMS AS IF YOU ARE SHOUTING. This can be annoying and might trigger an unwanted response.
Avoid long sentences-keep your sentences to a maximum of 15-20 words. When a person receives an email that looks like a dissertation, they will not even attempt to read it! Make use of bullet points to ease reading.
No Slang, Jargon in Emails-Whatz up, dude? Seen as unprofessional.
Make it personal-remember you are not talking to a computer-a human being is reading your message on the other side. Eg “Hi, Thuli can we meet on Friday at 14h00?” instead say, “Hi, Thuli. Best of luck for your presentation tomorrow. Can we meet on Friday at 14h00?”
Use active instead of passive tense eg instead of saying…“A decision will be taken by management” rather say “Management will take a decision.” The latter sounds more personal and less formal.
Avoid using email to discuss confidential information- this should be done face to face or over the phone. You never know where that email may land up.
Answer swiftly-e-mails should be replied to within at least 24 hours, and preferably within the same working day. If you are not able to obtain the answers/info needed during that time-let the person know.
Do not overuse the high priority option-if you overuse the high priority option, it will lose its function when you really need it. Your message will also come across as slightly aggressive.
Compress attachments Files/pictures-to avoid lengthy download time for the receiver.
Forwarding E-mails
Don't ever send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks-even though they may be not your ideas, phrases-it shows you are supporting them. If you don't want an email to be displayed on a bulletin board, don't send it.
Do not forward chain letters-they are irritating and time wasters.
Remove All Email Addresses When You Forward a Message-share the message, not email addresses when forwarding an email.
Use Current Antivirus Software, Keep it Up to Date-Make sure you're not spreading viruses via email or act as a vehicle for spreading spam-this will tarnish your credibility.
Add disclaimers to your emails-this protects your company from liability.
The Ending of an E-mail
Proofread Your Emails-don’t over-rely on spell check. You can often find typos or misplaced commas when proofreading on the screen.
Keep Your Signature to 5 Lines of Text-"Signature" is a synonym for brief and unobtrusive —, overly long signatures in emails are an annoyance.
When in Doubt, End Emails with "Thank You"-If you don't know how to say good-bye at the end of an email, there's one thing that will almost always be appropriate. Thank You.
Wait to the end to Fill in the "TO" Email Address-Sometimes we can press the send button by mistake. In this way you are assured that you have completed your message and proof read it.
Do not request delivery and read receipts-this will almost always annoy your recipient before they have read your message.
