Email/Digital Etiquette Cheat Sheet

Email/Digital Etiquette Cheat Sheet

This expands on some of the Email/Digital Communication Etiquette Tips.

The quiz asks questions that will require you to think and find information on your own. This is a guide for many (but not all) of the etiquette tips and should prove helpful for the quiz and final exam.

Sending Emails

1) Make sure your e-mail includes a courteous greeting and closing. Helps to make your e-mail not seem demanding or terse.

Sending an email without a greeting is like barging into someone’s room and demanding something - that’s rude.
Sending an email without a closing is like ending a face-to-face conversation by walking out of the room without saying goodbye - that’s rude.
Being terse, or short with words, makes it sound like you’re not putting much effort into what you’re saying because you’re either annoyed or don’t care about the conversation.

2) Address your contact with the appropriate level of formality and make sure you spelled their name correctly.

This goes along with tips #23, #63, and #77.
If you’re emailing a stranger or superior like a boss or teacher, use Mr., Mrs., Dr., etc. rather than their first name; you may start using first names if the level of familiarity with that person feels appropriate.
Likewise, your messages should have a formal tone that doesn’t include slang, netspeak, emoticons, or inappropriately personal information.

6) Are you using proper sentence structure? First word capitalized with appropriate punctuation? Multiple instances of !!! or ??? are perceived as rude or condescending.

Lack of proper grammar, sentence structure, etc. makes you look like you don’t care about the communication or that you lack basic education.
Using !!! or ??? makes it sound like you are angry or think the person is stupid and can’t pay attention.

7) If your email is emotionally charged, walk away from the computer and wait to reply. Review the Sender’s email again so that you are sure you are not reading anything into the email that simply isn’t there.

It’s easy to get caught up in an anger and frustration without thinking about how you might regret or face consequences for what you say if you do not take time to calm down and reply rationally.

12) Type in complete sentences. To type random phrases or cryptic thoughts does not lend to clear communication.

Typing in incomplete sentences also looks lazy, shows lack of respect, and makes you look like you lack basic education.
Random phrases (ones that don’t seem relevant to the discussion) and cryptic (mysterious) thoughts can be confusing and make it look like you aren’t paying attention to your writing.

14) Just because someone doesn’t ask for a response doesn’t mean you ignore them. Always acknowledge emails from those you know in a timely manner.

Not responding quickly enough leaves the other person hanging, makes it look like you’re not keeping up with your emails, or like you don’t care about the conversation.

18) Always end your emails with “Thank you,” “Sincerely,” “Take it easy,” “Best regards” – something!

This is related to #1: it’s rude not to close to show your appreciation.

Formatting Emails

19) Do not type in all caps. That’s yelling or reflects shouting emphasis.

Like !!! and ???, all caps suggests anger and annoyance.
It also makes reading long messages difficult because the words look like they run together.

22) Stay away from fancy-schmancy fonts — only the standard fonts are on all computers.

In this instance, “fancy-schmancy fonts” refers to fonts like Comic Sans or cursive-looking ones.
These fonts can be difficult to read, distracting, and may look silly or unprofessional.

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

This goes along with tips #2, #63, and #77 regarding formality.
Emoticons and “netspeak” like “lol” may not mean the same things to everyone; “lol” may be used condescendingly, be a way to show that you’re being light hearted, or mean that the person said something funny.

50) Choose your email address wisely. It will determine, in part, how you are perceived.

Goofy sounding, party-oriented (drinking, drug use, sex), sports and pop culture (movies, TV, music, etc.) references, etc. can make it difficult for some people to take you seriously, especially if you use that address for formal emails to businesses, employers, potential employers, etc.

51) Try not to make assumptions when it comes to email. Always ask for clarification before you react.

Since textual communication doesn’t have tone of voice, body language, facial expressions, and immediate interaction, it’s easy to misunderstand what someone writes. If you’re uncertain what someone means or what they say upsets you, always ask to make sure you fully understand the message.

52) Posting or forwarding of private email is copyright infringement — not to mention downright rude. You need permission from the author first!

In both digital communication and everyday life, consent is extremely important. Forwarding emails isn’t always copyright infringement, but you still need to ask before sharing anything someone sends to you. They may only want you to have access to it.

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

This goes for any digital communication and even second hand information you get from someone other than the source. It relates to tip #51 - you should get clarification and the best way to do that is either face to face, speaking over the phone, video conference, etc.

60) If you cannot respond to an email promptly, at the very least email back confirming your receipt and when the sender can expect your response.

Don’t leave someone who sends you a message hanging. If you can’t give a detailed reply quickly, say something like “I don’t have time to respond, but I will get back to as soon as I can.”

62) When replying to emails always respond promptly and edit out unnecessary information from the post you are responding to.

This applies to writing papers, giving presentations, instructions, and almost all communication. You want to give your audience the information they need with as few words as possible to make it easier for them. Writing concisely (using only the necessary amount of words to get your message across) and cutting out passive voice and irrelevant and non-essential information helps with concision.

63) Formality is in place as a courtesy and reflects respect. Assume the highest level of formality with new email contacts until the relationship dictates otherwise. Refrain from getting too informal too soon in your email communications.

This goes along with tip #2, #23, and #77. Always use Mr., Mrs., Ms., Dr., etc. when addressing a superior like a teacher or employer or someone you do not know. Avoid being too familiar, e.g., “How’s it going?” “What’s up?” “Hey.”

68) When Texting or participating in IM and Chat, try not to be overly cryptic or your meaning can be misread.

This goes for email too. Don’t be cryptic or mysterious - be clear and provide the necessary information. Don’t make the person guess what you mean.

77) Take into consideration who you are communicating with to determine the acronyms and emoticons that should be used – if at all.

This goes along with tips #2, #23, and #63.

78) Keep in mind when Tweeting, on Facebook or message boards that you are in a global arena.

When I started social media almost 20 years ago it was much more anonymous but whatever I posted was still out there for people to read if I didn’t set restrictions on or filter out who could see it. Now that we have family, coworkers, employers, people who belong to the same religious institutions to which we belong, etc., even more people we know can see what we post.
Whatever words, pictures, or videos you post, assume the whole world will see it if you do not filter out or restrict access to it. Be particularly cautious with offensive words/statements and pictures/videos of you doing or even LOOKING like you are doing anything that can be held against you.
Also, employers and college admission boards WILL look up your social media accounts - don’t make anything public you wouldn’t want them to see.
Be aware that even if you restrict what you post once you put it out there it is still not completely in your control - those who can see it can spread what you post.

84) Never give out personal information or specifics to your location on online — nor should you give out the personal information of others!

Giving out personal information can potentially put you at risk of identity theft and having that information used against you: access to your finances; creating fake accounts in your name that can be used to acquire personal information from your friends; spreading things you say that you do not want everyone know around to the world.
Giving out your location can obviously leave you vulnerable to being stalked, robbed, or assaulted. This is one of the most important tips in the list.

85) Keep in mind there will always be differences of opinion. Try to remain objective and not personalize issues.

If you’re debating or arguing a point, try to leave your emotions out of your comments.

89) With emotionally charged emails, wait until the next morning to see if you feel the same before clicking Send.

This relates to tip #85. If you’re upset, you will want to avoid saying something you’ll regret - especially since digital communication is documented or recorded and can be used against you.

91) When it comes to your email communications, know who you can trust; trust only those you know.

This relates to tip #84.

92) Take the time to review each email before clicking Send to ensure your message is clear and you are relaying the tone that you desire.

It is worth your time to write your email with the necessary level of detail and clarity. You don’t want any misunderstanding and having to explain what you meant will cost you more time in the long run.

93) Never use an old email to hit reply and start typing about an entirely new topic.

It’s lazy to not start a new email for a new topic of discussion.
Your message might get overlooked if the person doesn’t know you’re bringing up a new topic.

94) Regardless of how noble a forwarded email may be, don’t just forward without investigating its authenticity @ snopes.com.

This applies to any digital communication including social media. Don’t spread information without fact checking it first.

https://www.netmanners.com/e-mail-etiquette-tips/ Links to an external site.