BUSINESS EMAIL ETIQUETTES
Ø Think of your business email as though it was on your business letterhead and you'll never go wrong!
Ø If you cannot respond to an email promptly, at the very least email back confirming your receipt and when the sender can expect your response.
Ø Emailing site owners about your product or service through the site form is still spam. Ask them if they want more info first!
Ø When replying to emails always respond promptly and edit out unnecessary information from the post you are responding to.
Ø Formality is in place as a courtesy and reflects respect. Assume the highest level of formality with new email contacts until the relationship dictates otherwise. Refrain from getting too informal too soon in your email communications.
Ø Never send anyone an email they need to unsubscribe from when they didn't subscribe in the first place!
Ø Be very careful how you use Reply to All and Cc: in a business environment. Doing so for CYA or to subtlety tattle can backfire and have your viewed as petty or insecure.
Ø When replying to an email with multiple recipients noted in the To: or Cc: fields, remove the addresses of those who your reply does not apply to.
Ø Never send business attachments outside of business hours and confirm that the format in which you can send can be opened by the other side.
EMAIL AND BLOGS, FORUMS, MESSAGE BOARDS
Ø Keep in mind when in newsgroups or message boards that you are in a global arena. Read the charters and rules - before you post.
Ø When discussions get out of control; don't stoop to name-calling or profanities. You are better than that!
Ø Keep your signature file to no more than 4-5 lines.
Ø Keep commercialism to no more than a link at the end of your comment or contribution.
Ø Stay on topic and discuss issues only relative to the thread/topic in question.
Ø If new to the message board, "lurk" for awhile to get a feel for the community and personalities of the regulars before you post.
Ø Never give out personal information or specifics to your location on message boards.
Ø Keep in mind there will always be differences of opinion. Try to remain objective and not personalize issues.
Ø Don't fall for trolls. Trolls are folks who will post rude comments just to get a rise out of everyone.
Ø Be sure to down edit, or remove any part of the post you are replying to that is no longer necessary to the ongoing conversation.
EMAIL CONSIDERATIONS...
Ø Before getting upset because you perceive someone didn't respond, check to see if their reply was inadvertently deleted or sent to your Trash or Junk folder.
Ø With emotionally charged emails, wait until the next morning to see if you feel the same before clicking Send.
Ø Feel free to modify the Subject: field to more accurately reflect a conversation's direction.
Ø When it comes to your email communications, know who you can trust; trust only those you know.
Ø Take the time to review each email before clicking Send to ensure your message is clear and you are relaying the tone that you desire.
Ø Never use an old email to hit reply and start typing about an entirely new topic.
Ø Regardless of how noble a forwarded email may be, don't just forward without investigating its authenticity
Ø Always add the email addresses of Web sites and new contacts immediately to your approved senders or address book so they get through Spam filters.
Ø Before completing a Web site's Contact form; make an effort to review the site to be sure the information you seek is not already available.
Ø Take a quick look at the e-mails in your Trash before you delete them just in case a good e-mail landed there by mistake.
Ø If any email states to forward to all your friends, or just 5 people -- do everyone a favor and just hit delete!
Ø Don't mass e-mail people who didn't ask to be on your personal "mailing list".
Ø Double check that your adware, spyware and virus programs are set to automatically update at least once each week so the software knows what to protect you from.
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