In this memo we will discuss about some Email Etiquettes and why they should be followed.
1. Email Alias: Email alias identifies sender to the recipient so it is necessary to include full name in email alias. Including full name in the alias also makes it easier for receiver to avoid discarding or overlooking the mail as junk mail. An article published in Virginia Tech’s career website mentions “Using the .edu extension lets the recipient know you are affiliated with an educational institution — and being a student is your main job now” (“E-mail guidelines and etiquette”).
This means using proper username and appropriate domain address will give receiver an idea about who the email is from and how to categorizer it.
2. Subject line: The course syllabus recommends students to “include a subject that relates to the material in the message body”. A guideline posted in Yale’s library website also recommends a subject line that “relates to the message” and to “think of your subject line as the headline of an important news article” (Reynolds).
Good subject lines can convey the basic idea of the message even before the message is opened. Subject lines can also determine the urgency of the message. A blank subject line on the other hand is deemed unacceptable as the message can be deleted or ignored.
3. Addressing: Addressing new contacts can sometimes be confusing. The first option one should consider is using the highest level of courtesy. Mr., Ms., Dr. etc. are mostly preferable. An article on businessemailetiquette.com suggests that addressing receiver with first name should be avoided unless the contact mentions that he prefers to be addressed using the first name (“Business Email Etiquette”).
4. To:, From;, BCc, Cc fields: Full name should be used in the “To:” field. The names should be typed formally. If the names aren’t entered properly, contacts may perceive that the sender “lacks education or has limited experience with technology” (“E-mail guidelines and etiquette”). The BCc and Cc fields should also be used properly and only when required. Cc field especially needs to be used responsibly and parties involved should be notified about it.
5. Editing: Emails should be clear, concise and to the point. Contact’s time should respected and emails that are easy to understand will save time. Business email etiquettes mentions that “removing parts of the previous e-mail that no longer apply to your response including e-mail headers and signature files removes the cluster” (“Business Email Etiquette”). Also, while forwarding the mails removing unnecessary email addresses and comments will make it easier for receiver to get the message quicker. The syllabus mentions that punctuation and capitalization should also be used properly and these are important aspects of editing.