Email Rules

E-MAIL RULE #2: Be Concise (giving a lot of information clearly and in a few words) & To The Point

Keep e-mails as short as possible while getting the message across. E-mails are harder to read than a hard copy letter.

EMAIL-RULE #6: Do Not Forward Chain Letters

Chain letters are just hoaxes (practical joke) - don't waste company time reading them. Chain letters can contain harmful viruses.

Choose the Medium

Do I send an E-mail, Formal Letter or Phone? There are 5 things to consider in making this decision: Image - credibility (letters have a stronger image, emails are casual) Retrieval - if kept for a short period, use email; if kept for a longer period (must be filed), use a letter Speed - phone or e-mail is quicker Distribution Negotiation - do not use e-mail

E-MAIL RULE #3: Answer All Questions

First answer all questions asked then list additional questions. Double check to avoid unnecessary e-mails. Try to anticipate ( predict, be prepared for) the readers thoughts - what questions will they have from your e-mail?

EMAIL-RULE #4: Be Swift in Your Response

People send e-mail expecting quick responses otherwise they would send a letter or fax. E-mail should be replied to within ? 24 hours Set the "out of office" feature on If an e-mail requires time to respond, send a quick note stating that you have received it and you will respond shortly.

E-MAIL RULE #1: Use Proper Spelling, Grammar & Punctuation

Spelling mistakes give a bad impression. Don't use ALL CAPS - seems like you are shouting Use proper breaks in sentences and paragraphs Keep sentences short Use spell check if you have it but also proof read

EMAIL-RULE #7: Do Not Require Delivery & Read Receipts

This will annoy the person reading the e-mail May not even work - recipient could have blocked that function anyway.

EMAIL-RULE #8: Use a Meaningful Subject Line

Use a subject line that is meaningful to the recipient as well as to yourself i.e. if sending an e-mail requesting a product - mention the product name, order number etc. in the subject line.

EMAIL-RULE #5 Watch the Use of Reply All, c.c. & b.c.c

When using Reply All make sure you see who the reply is going to - Double Check before sending. C.C. can be confusing to the person receiving the e-mail as they may not have been in on the e-mail from the beginning. B.C.C - use this if you are trying to hide someone's e-mail address - this is not used often