Over
the past two months I presented fourteen e-mail etiquette suggestions.
Here are seven more to complete the 21 item list.
Don’t send or forward libelous, defamatory or offensive e-mails.
The reason for this suggestion is pretty obvious.
Libelous and defamatory e-mails can result in legal charges
and offensive ones won’t make many friends and they put you in a
bad light. Even
forwarding such things attaches your name to them.
Don’t do it.
Don’t answer or send important e-mails when you are tired, angry,
or in a hurry. If you
do write them during these times, don’t send them then. Save them and have another look later when you are
rested and in a better emotional state.
This will reduce the chance you say something you may later
regret.
Consider composing important responses or messages in Word, Notepad
or some other form where you don’t mistakenly send them.
At least don’t put any addresses on messages until you are
certain they are ready to send.
Develop an orderly filing system for e-mail messages you wish to
keep. Most e-mail
systems have an easy way to file messages without leaving them in
your inbox. Or you may
wish to copy messages and place them in your “my documents”
filing system. I file relevant e-mails in electronic folders for
each customer or client of mine.
Ensure attachments are attached and in a form that can be easily
opened. Most of us have
been guilty of sending messages and forgetting to include the
attachments. But it’s
just as bad to send an attachment that someone can’t open.
Use common formats for documents, PowerPoint slides, and
photographs.
Make certain you attach the right documents.
Mistakenly attaching the wrong document may be at best
embarrassing and at worst harmful.
Double check recipients’ addresses. Make certain you have them right.
