I originally had this list saved in my bookmarks - like back in 2008! Wow how time-flies! ...so here we are in 2013 and I'm not ready to address and share the list!
When I viewed it, it was called: Stand up straight and mind your email manners and addressed 10 Email Crab Tips, however now as I "update" my source links, the article is called:
So... below is "my version" and input on the Crabby Office Lady's list of Email Crabs!
#1 Discretion is the Greater Part of Replying
Just because it was sent to all does NOT mean you should be replying to all.
Sending out Letters by Mail (Snail Mail): Writing, stamping, and mailing a letter was a lot of work. Plus, each new addressee meant more postage, so we thought hard about whom to send things to.
Example: If I sent a Pledge Form to 10 people, do each of these recipients want to receive updates when a pledge is made? Probably not. So updates were only sent to the sender if he/she made the pledge.
The final letter (to the sender) should include a summary of all pledges - instead of sending everyone an letter every time a pledge is made.
Emails should be treated similarly. Just because you can (reply-to-all) doesn't necessarily mean you should.
With free sending to an infinity number of people now a reality, every little thought and impulse becomes instant communication. The result: Inbox Overload.
"But my incoming email is important", you cry.
Don't fool yourself.
Taming email means training the senders to put the burden of quality back on themselves.
Be sparing with group emails. Send group email only when it is useful to every recipient. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add. Recipients get quite annoyed to open an email that says something like, "Me too!".
Use the blind copy (BCC) and courtesy copy (CC) appropriately.
Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy.
Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.
#2 Stop Yelling at Me!
Using all CAPS emails - this is called: Flame Mail.
Description: An email message that is mean, hot-tempered, curt, or not-so-polite. It raises your hackles and gets under your skin.
...and unfortunately, its's contagious!
Also, remember that your tone can't be heard in emails. An attempted sarcastic remark in an email can be taken the wrong way. Some people use emoticons [smiley faces], but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a "smiley" will diffuse the message's tone.
USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING
using all lowercase letters looks lazy
For emphasis, use **asterisks** or bold formatting to emphasize important words.
Do not, however, use a lot of colours or graphics embedded in your message, because not everyone uses the same email program and.. for some these "things" can end-up muddling up the message with a bunch of HTML formatting codes.
#3 Save the Stationary for "Snail Mail"
Ah?! But it's so cute....!
Again, not everyone uses the same email program and even if they do their settings may be different. Applying templates (backgrounds) to your emails may cause frustrations for the recipients due to how his/her email setup are configured. Your background may end-up being an attachment, which would result in having the recipient having to open up the attachment ...just to find out it's a textured photo?
#4 Things Need a Flow
New items (replies) go at the top of the email message not at the bottom.
Also it's good practice to keep the original message when replying; this ensures that the recipient "recalls" what was originally requested (message history).
#5 Too Many "Forwards" is One-Step Backwards!
Description: Forwards of useless information (example: Chain Letters; Rumours; Jokes; ...did you know stuff that never happened; etc..)
Don't be part of the problem.
Always CHECK with a reputable site such as
snopes.com or an antivirus website before sending out any types of
alarm messages. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal emails to your home email account (if they're being received at work).
#6 Don't Be a Cyber-Coward
If you have something to say that's Highly Personal | Scary | Sad | Angry |Tragic | Vicious | Shocking ...or anything similar, please do it in person.
Email communication aren't the best translators.
Don't use email as an excuse to avoid personal contact. Don't forget the value of face-to-face or even voice-to-voice communication.
Communicating via email isn't appropriate when sending confusing or emotional messages.
Think of the times you've heard someone tell you, "Well, I sent you an email."
If you have a 'problem' with someone, speak with that person directly.
Don't use emails to avoid an uncomfortable situation or to cover up a mistake.
#7 Thanks, but No Thanks!
File attachments / Picture attachments
3 Reasons to avoid them when possible:
- It takes a long time to download a large file
- Email servers are like Studio apartments: There's only so much space to keep everything flowing-nicely
- Sometimes you're at the mercy of the ISP (examples: Hotel Rooms while travelling)
#8 The Subject "Re: " Means Nothing to Me
Fill out the subject line... with something meaningful.
When readers see nothing, or read subject lines that don't "seem" meaningful - they could possibly choose to skip over them given that they don't seem important?!
Use the Subject field appropriately - state your content and/or purpose.
If possible agree on acronyms to use that quickly identify actions:
Example:
<AR> could mean: Action Required
<MSR> could mean: Monthly Status Report
<EOM> could mean: End of Message (no reply needed)
It's also a good practice to include the word [Long] in the subject field, if necessary, so that the recipient knows that the message will require some time to read/review.
#9: Let's Not Forget Signatures!
- Do use a signature that includes contact information, with a maximum of 6 lines.
- For external (outside your organization) emails, ensure that people know who you are and how to contact you.
- Be 'somewhat' creative in your layout
- ...but remember 6 lines maximum - you don't want your signature to be the biggest part of your email!
#10 Itchy Trigger Finger?
Count to 10 before hitting the SEND button!
Remember: The pushing of the Send button lasts a moment;
the message you insert (and its effects) can last a lifetime!
Sometimes WE are the ones that need to slow down; at times our reactions aren't the best actions.
Remember that email isn't 100% private.
Emails are considered company property and can be retrieved, examined, and use in a court of law.
Ensure to familiarize yourself with your organization's email policies and appropriate usages.
Unless you are using an encrypted device or service, you should assume that any and all emails over the internet is NOT secure.
Never put in an email message anything that you wouldn't put on a postcard.
Remember that emails can be forwarded fairly easily.
...You might also inadvertently send something to the wrong party, so always keep your content professional to avoid embarrassment.
