Business e-mail etiquette

E-mail is increasingly replacing the interoffice memo as the primary means of business communication. But all too often, correspondents don't follow the same commonsense rules with e-mail as with printed memos. In fact, business e-mail should be more carefully constructed than paper mail because e-mail can be easily forwarded, attached to another message or kept indefinitely in an electronic filing cabinet. Now let's consider some of the basics of business e-mail etiquette.

1. Construct your copy list on a need-to-know basis. Be careful in using large distribution lists for highly focused topics.

2. Use formal language (with complete sentences, business letter formats and correct spelling) and a well-thought-out structure when communicating with senior management or customers. Remember, an e-mail message helps to create an image of you and your company.

3. Avoid large attachments if at all possible. Background documents of interest to a subset of the recipients can be put on your intranet.

4. Be prompt in responding to action items. Acknowledge an accepted action item with an e-mail response even if you can't get to it for a while.

5. Avoid e-mail wars. Take personal conflicts offline, and handle them privately.

6. Use autoresponse messages to notify correspondents if you are out of the office or on vacation and won't be able to read messages.

7. Put meaningful data in the subject field. Many users are responding to information overload with filters and rules-based agents.

8. Don't use e-mail to highlight negative thoughts about senior management. It can be too easily forwarded or misaddressed.

9. Observe common practices within your organization. Every organization has a unique culture, and this also applies to e-mail etiquette.

In summary, e-mail is a powerful business communication tool and an effective means of gaining visibility, if it is used properly. The above guidelines should help you better realize the benefits of business e-mail.

Rapport Communication has recently merged with The Burton Group. The Burton Group is a leading information technology advisory and consulting firm. It provides in-depth analysis of emerging network computing technologies such as directory services, next generation messaging, secure messaging, NOS migration, public key infrastructure, and networking infrastructure. As part of its Network Strategy Service for network planners, The Burton Group offers the Catalyst Conference once a year in late July.

Lets talk about SPAM: Network World's online forum about unsolicited email.

All you need to know about e-mail etiquette: from I Will Follow Services, Inc.

Netiquette 101

The Net: Electronic communications user guidelines: from Florida Atlantic University.