Email Etiquette/ Writing Emails.

Qualities of a Professional Email

Appropriate address, short and clear Subject Line; appropriate salutation and title; well formatted and organized message, good tone in the message, short message with relevant 'Attachments'; clear call of action; appropriate Signature.

Ask yourself if; it's necessary to reply, email is the best way of communicating, then draft your response on a piece of paper as well as reply to emails in a timely manner when replying to professional email.

Do

Before Sending Professional Emails, proofread to check for grammar, tone and formatting issues, don't send immediately you are done writing—wait for at least 5 minutes.

Do

When Planning to write Professional Emails,ask yourself if it is necessary to communicate, if Email is the best way to communicate the message, draft your message on a piece of paper.

Do

When forwarding Professional Emails, use the BCC to forward to more than one person.

Do

When writing Professional Emails, be clear,check on your tone, have a clear subject line; use a professional salutation,have a 'call for action, finish a email with your signature,and if it's a group email, make sure you specify a person to be responsible for every action.

Do

Forward private or sensitive information to another unauthorized person, and forward an email without explaining why to the recipient.

Don't

If someone messes up, don't Reply to All; take more than 48 hours before replying, reply to all to every email, reply to an email that you have been CC'ed or BCC'ed unless it's very necessary.

Don't

Include the recipients on the recipient list before you are done with everything else, CAPITALIZE unless it is necessary, use cultural humor unless you are sure of the culture of the recipient,forget the signature, shorten somebody's name, and overuse exclamation points.

Don't

Send an Email if it's not the best way to communicate the message.

Don't

Use work/organizations email like one acre fund email to send informal messages and use TO: field to send an email to more than one person unless it's necessary.

Don't

Common Problems in Email Communication include;

Inappropriate salutation, poor tone of the message, shouting, poor subject line, inappropriate recipient list, formatting and grammar issues, poorly organization, unprofessional signature, misuse of 'Reply' informal chatting on official email address and lack of responses.

Email communication is important if used effectively.

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