I was going to make this entire post a rant about how much the caps lock button bothers me, but instead I decided to write about email etiquette in general, or as I read elsewhere, “Netiquette.” Email has become so commonplace that we have grown lazy when we write it, throwing all grammar rules, spelling and and formality to the wind. How much does it make you cringe when you read an email that has tons of exclamation points, misspellings and misplaced apostrophes? (I myself am guilty). Here’s what I think are the top ten rules of Email writing that should always be followed:
1.DO NOT USE THE CAPS LOCK: I’m not entirely sure why this terrible button was placed on our keyboards in the first place. Okay, maybe it makes it easier to type a title, but how often do you really do that? I think all keyboard companies should get on the bandwagon that One Laptop Per Child keyboards are on, and get rid of this button entirely. Some people use the caps lock key to emphasize words, however to most, the use of caps implies yelling and is very offensive. And two points extra offensive if you capitalize an acronym. Honestly, try to read an email from your boss that says I need this ASAP or FYI and not feel like your head is going to explode with rage.
2. Careful using Acronyms: Never assume that the reader knows what you are talking about when you say “lol” or “BTW” or “NP.” Not everyone is a Generation Y avid texter. Spelling out the entire word will not only avoid confusion but make you seem more professional. Even universal ones such as ASAP can be confusing- to some this means 10 minutes, and to others this means a day (as we’ve all learned the hard way). Always be specific PLZ.
3. Be specific in the subject: Your boss wants you to print a report that was forwarded to you from a colleague ’ASAP” but you can’t find it anywhere in your email. Ten hour later, you find it under the subject, “Is it time for lunch yet?” This may have been funny at the time, but when you search for the email later, it will be very hard to find. Always be as specific as possible in your subject lines, titling it with exactly what is in the body of the email, for easy retrieval.
4. Spell-check: For those of us that didn’t win the spelling bee in elementary school, word processing systems and most email servers have created spell checkers to do the job for us. No matter how fast you need to send the email, always spell check. A simple spelling slip up can change the email message completely and make you/your company look sloppy and careless.
5. Easy on the Emoticons: Because the recipient can’t see your smiling face when you send the email, it may be tempting to put one in there with a little colon and parenthesis. However, these are often seen as informal and childish, so leave them out unless you are emailing your best friend or close coworker.
6. Double Check before you send: No one likes to be the joke of the Christmas party- the person who accidentally hit “reply to all” and sent out a rant to the entire company that was meant for one person. After you spell check, double check that you are sending to the appropriate person. And if you are applying to a thread, make sure that any new recipients have seen the previous emails within it. Lets say you email your coworker, ” Can you send me the excel sheet? My boss is driving me crazy for it!” Who then replies to you and cc’s your boss with the excel sheet. They may have not realized it, but your boss now knows that you think he’s crazy! Also, make sure you have the appropriate email address. If you have 50 Ashley’s in your address book, it can be easy to send it to the wrong one, so make sure to double check.
7. Resist sending office forwards. If you don’t send to 10 people in the next ten minutes like it says, and have a bad sex life for the next twenty years, it’s probably because of the mullet you’re still rocking, or insisting your Great Dane sleeps on the bed every night. The chain letter holds no power except to annoy people and clutter your inbox.
8. Use appropriate punctuation: Proper punctuation helps the reader understand the content of your message. If you are like me, and forget everything you learned in grammar school, take a crash course from the book, “The Elements of Style.” I personally believe exclamation points should be left out of work emails entirely. Unless you are writing to Oprah or Bono, you should not be starting an email with “Hi…!” Even if a client has sent your deposit early, a simple comma after the “Thank you” should suffice.
9. Write back promptly: Nothing is worse than getting a reply to an email you sent 3 weeks ago. Not only does it show you don’t care, but it is confusing to the original sender who has since forgotten why they emailed you in the first place.
10. Be careful what you write: Unfortunately, emails don’t allow Indian givers- you can’t send an email and then take it back. Sending an email to your coworker about your boss, other coworker, or company may be used against you down the road. Most companies have access to your email and can check your email history if you are up for review. Even if you are sending a personal email, be careful what you write. Once you hit send it, it’s too late to take it back.
