Tech Topic: E-mail Etiquette

Date: October 24, 2011

To: UCOP Community
From: Shirley Bittlingmeier, Director, Infrastructure Technology Services
Subject: E-mail Etiquette

E-mail is an important business communications tool, but if not used properly, it can cause confusion and misunderstanding.

By following a few e-mail etiquette suggestions, you can help eliminate the confusion and make e-mail effective.

1. Proofread – Before hitting send, re-read your message. Make sure the point you are trying to make is clear. Check spelling and grammar. Also glance at the “To” field to make sure you are sending the e-mail to the right people.
2. Keep Messages Short – In general, people almost never finish reading long messages. So keep your communication short and to the point.
3. Use A Meaningful Subject – A clear subject line makes it easier for the recipient to understand the point of the message, and also makes it easier later when searching for that e-mail.
4. All Caps And Punctuations – Remember that if you use ALL CAPS in a word or sentence, it means that you are shouting. That may not be the image you want to convey.
5. Don’t Forward Spam or Hoaxes – That chain message or story may be fun but also may not be true. Either don’t forward it or first make sure the information is true.
6. Avoid Jokes and Irony – E-mail and text messages are monotone without benefit of body language and inflection. It is difficult to know if a person is joking or teasing in e-mail. Be clear and state what you really mean without irony.

Microsoft offers many other rules for email etiquette that you might enjoy reviewing.

If you have any questions, please contact the TechDesk at 987-0457 or TechDesk@ucop.edu. Previous Tech Topics are posted on the Web.