A Guide to Email Etiquette

A Style Guide to Basic Email Configuration

Use a generic email address format throughout business. If you have a hotmail address such as "cuteybabe"- don't ever use it for business or for personal purposes where you want the recipient to take you seriously. They won't!

Use "blind cc" when sending to multiple recipients that don't know each other. Recipients may not wish their email address disclosed to third parties.

Use "Subject" to help the recipient understand what the email is about. General subject lines like "Business" or "Design Work" may be unhelpful for the recipient in understanding the topic and importance of your email.

Set up standard e-signatures for all staff. Use generic format including person's name, title, company name and relevant contact details.

Think before using a html footer (that is the graphical banner that appears under some emails) to show your logo as some people's browsers can block it coming through or the graphic won't appear. If you are keen to use, fully test through sending to external "test" users before going mainstream.

Use a 'Disclaimer" at very bottom of email. This advises recipient of confidentiality and instruct them what to do if they receive an email from you in error.

Set up your email so that your e-signature automatically appears at the bottom of all "new" emails sent and all "reply" emails sent. This will create a standard and consistent format for your emails.

Email Etiquette - Things to Consider Before Hitting that Send Button

Avoid using large/small font size or unconventional font type. This can drive the reader mad and may reflect poorly on your professionalism. Wings Dings as a font type is a no no!

Don't ever write an email in anger as research has proven that the written word has much more power (and is generally perceived as more offensive) than speaking. A good rule is to "sleep on your response" and send the email the next day when you are calmer.

When in doubt regarding replying to an email, consider picking up the phone. A phone call has many elements - volume %26 tone, pace %26 inflection and words. Email has just one element - words. And words without tone and inflection can be dangerous.

DON'T WRITE IN CAPITALS AS PEOPLE THINK THAT YOU ARE SHOUTING AT THEM!

Avoid using slang, jargon or abbreviations if possible as it can polarize people. Of course, industry language used in communicating between industry players is OK.

Don't swear or make overtly political or race based comments. There is no upside.

Remember that statements made in emails have been found to be binding contractually. So don't email any commitments you are either unauthorised to make or unwilling to deliver on.

Don't "cc" every person in the entire loop. It drives people mad and can make you look like you lack awareness and confidence.

Remember also that Microsoft and other email browsers limit the number of recipients you can send one email to. Be aware of block limits.