Email Etiquette

• Be concise.
  Keep an email as short as possible. If it must be long, break it up into paragraphs with headings so that the reader can scan it quickly.
  
• Ask before you send attachments. jokes or political email.
  Check beforehand to see if recipients are interested in receiving material that some might consider annoying or dangerous. Opening an attachment can be risky, due to the prevalence of viruses, and some recipients won't do it unless they are sure it's safe
  
• Keep attachments as small as possible.
  Instead of attaching a big file such as a video or a large group of photos, consider uploading it to your Unity file space and giving the address to your friends.
  
• Explain forwarded messages.
  When forwarding a message, include an introductory note explaining why you are sending it.
  
• Verify warnings before you pass them on.
  If you receive a message about a virus or other seemingly urgent news, be sure to verify it before you forward it. The message may be outdated or a hoax. Several easy-to-find Internet sites track hoaxes and tell you how to recognize them. Take a few seconds to do a search for "hoaxes" and see if the message has already been recognized as false.
  
• Use the BCC option for email to groups.
  When you send an email to a group, be sure to put all the recipients in the BCC box rather than the TO or CC boxes. This helps maintain your recipients' privacy and prevents email addresses from being abused.
  
• Clean up messages you want to forward.
  If a message is worth forwarding, it's worth taking the time to remove previous recipients' names, email addresses and >>> symbols first. Copy the part you want to forward and paste it into a new email instead of simply forwarding the original in its entirety.
  
• Don't reproduce an email message in full when responding to it.
  Be selective in the parts that you reproduce in order to respond. However, do not edit quoted messages to change the overall meaning.
  
• Make sure the "Subject" field of your email message is meaningful.
  Give the reader an idea of what your message is about. A well-chosen subject may help your message get attention sooner.
  
• Know your audience.
  Use a more formal tone if you do not personally know the recipient.
  
• Check your mail regularly and respond promptly.
  Ignoring a mail message is discourteous and confusing to the sender. Always reply to email, even if it's just a brief acknowledgement. This lets the sender know you received the message.
  
• If a message is important, follow up.
  Never assume that because you have sent a message, it has been read. Follow up an important message with a phone call if the reply is overdue.
  
• Don't "flame."
  A "flame" is an inflammatory or critical message. Avoid sending junk emails, insufficient information or anything else that might trigger an upsetting response from the recipient. If you do get flamed, it's best to just ignore the message. Responding to flames can escalate into "flame wars."
  
• Don't spam.
  In the context of email, spam means electronic garbage. Sending junk email (such as an advertisement) to a group or to anyone you don't know is considered "spamming," which often causes "flames."
  
• Don't use ALL CAPS.
  This is the on-line equivalent of shouting. Don't use a string of capital letters in your correspondence unless absolutely necessary.
  
• Be patient.
  Wait before re-transmitting a message or sending a follow-up message.
  
• Keep your signature lines short.
  Large signature files (more than four lines) are generally considered rude.
  
• Good spelling and grammar are important, but...
  Don't feel compelled to correct grammar mistakes in email messages you receive. Life's too short.

Last modified June 15, 2005 by cawalker