A Quick Guide to Email Etiquette
1. Writing Effective Emails
Follow these simple rules to get your emails noticed and acted upon.
1. Don’t over communicate by email.
2. Make good use of subject lines.
3. Keep messages clear and brief.
4. Be polite.
5. Check your tone.
2. Use a Professional Email Address
You may prefer to be known by a witty screen name, but at best you won’t be taken seriously and at worst, your email will land in a spam folder. We recommend using your official school email address with your 4 letters of your first name and first 4 letters of your surname (e.g. firstname.lastname@example.org)
3. Don’t Over communicate by Email
Email is not as secure as you might want it to be, particularly as people may forward emails without thinking to delete the conversation history. So avoid sharing sensitive or personal information in an email, and don’t write about anything that you, or the subject of your email.
4. Make Good Use of Subject Lines
A well-written subject line like delivers the most important information, without the recipient even having to open the email. This serves as a prompt that reminds recipients about your meeting every time they glance at their inbox.
5. Keep Messages Clear and Brief
Emails, like traditional business letters, need to be clear and concise. Keep your sentences short and to the point.
6. Be Polite
Close your message with “Regards,” “Yours sincerely,” or “All the best,” depending on the situation. Recipients may decide to print emails and share them with others, so always be polite.
7. Check the Tone
Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory cues
As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information.
9. When Replying
No matter what. Acknowledge promptly that you received a message. If you’re on the CC line, don’t reply. Don’t forget the attachments.
10. Practice Common Courtesy
If you expect timely, helpful replies, you should do the same for others. Check your email regularly, and respond as soon as you are able to.