NetManners.com

Or, visit my other E-mail Etiquette Sites:

BusinessEmailEtiquette.com

101EmailEtiquetteTips.com

EmailEtiquetteMadeEasy.com

EmailEtiquettePledge.com

Enjoy!

My reaction was there is no need for such an acronym. By virtue of having to type it should tell any astute person that they should have enough common sense and respect to not send e-mails with questionable content to someone’s work e-mail.

And, to those who have others sending you e-mails that need this acronym noted to warn you, you should be a responsible employee and tell the Sender to no longer use your business e-mail address for anything not business related. At that time you can also provide your personal e-mail address for e-mails of that nature.

It amazes me in this day and time how we spend so much time creating ways to justify things we know we shouldn’t be doing in the first place. Using company e-mail for anything other than company business should include this acronym: IUE (Irresponsible Unreliable Employee).

In business, on or off-line, impressions are everything. Think about it… off-line you notice what people wear, how they present themselves, the quality or lack there of in regard to their business cards.

The very same applies online. As an example, if you e-mail in one liners, do not spell check, do not use proper sentence structure or lack basic grammar, how do you think that reflects on you and your business? Not good.

I’ve worked with all kinds of professionals over the years, some unfortunatley assuming they are more professional than they actually are. All too often these folks come off as terse, demanding, rude, uneducated and lazy simply because they are either not aware of or choose not to practice proper E-mail Etiquette. Some to the point where their e-mails are so unprofessional that I wouldn’t consider returning the favor and doing business with them.

E-mail Etiquette isn’t brain surgery. It is simply a set of basic skills, considerations and courtesies every business, business owner and employee needs to be aware of and practice to ensure their business thrives both off and online.

Why are folks so resistant to something that can do nothing but add a positive shine to their business? Because they are not aware of the importance of E-mail Etiquette in their branding efforts. Yes, branding. Everything you do related to your business can affect your branding. How you e-mail is part of that process.

A great starting point for any internal training program is my article Business E-mail Basics.

“There are four ways, and only four ways, in which we have contact with the world. We are evaluated and classified
by these four contacts: what we do, how we look,
what we say, and how we say it.”
- Dale Carnegie (1888-1955) American Educator

What is so hard about capitalizing the letter “i”? When I type about anything where I refer to myself, I capitalize “I”. I don’t cut corners and try to “save time” by not hitting that shift key. Never has the thought crossed my mind to not use the shift key when appropriate.

Besides proper sentence structure, punctuation and grammar — capitalizing “I” shouldn’t be overlooked or underestimated. Perception is the only reality online and how you type will reflect on you — good, bad or indifferent. Why not take that one extra step and hit the shift key?

If you have an education — use it.

Your sign-off gives you the opportunity to wrap-up the tone and intent of your e-mail. Not including a closing may seem abrupt or impersonal if you don’t sign you name.

When asking for assistance, always close with a TIA, Thanks!, Appreciate your support! — something that reflects your sincere gratitude for the time that is spent helping you.

Included with your closing should also be your name. How you choose to sign-off, as well as how you type your name, sets the formality of your e-mail. Whether you use, for example, Charlie or Charles, Susan or Sue — will have an effect on the perceived level of formality in which you are communicating with that particular recipient.

Little things make a big difference when in comes to e-mail. Don’t forget an appropriate closing and sign-off. And, yes, I do have an article for more info: E-mail Sign-off Considerations.

Me? I’ve been writing and publishing my books simply to get the word out. I’ve never considered this my profit-zone. My book sales help support my online costs and allow me to continue to support this important topic, that unlike other authors, I am passionate about, practice what I preach in the process and am not into for the money.

Recently, I’ve seen a trend of folks striking out against all this talk about e-mail etiquette. From one liner e-mails with no greetings being just fine — “…e-mail after all is only extended IM.” Or, even comments about “…why take the time to type all this ancillary nicey stuff? Just type what you mean and that should be good enough!”

E-mail Etiquette, as does any other form of etiquette, exists as a way to reflect courtesy for others. The day you feel that courtesy is no longer necessary and that only what you want to do or are willing to do is sufficient, is the day that you leave part of your humanity behind.

There is nothing wrong with taking the time to use technology properly and to ensure that your actions are perceived positively by the other side. To reflect courtesy for those you communicate with, to me, is time well spent.

Cc’ing is a way of informing others of a communication or information that may in some way require their attention or action. When you Cc: folks, you are F.Y.I.ing them. If you are the one who is Cc:’d, there is no need for a response unless you have something to add or inform the Sender of that is important to the topic.

Notice I typed inform the Sender? Being Cc:’d does not mean you hit Reply to All with your reply. You only reply to the Sender who Cc:’d you. Only use Reply to All if your response directly affects the others in the Cc: field and it is necessary that they be aware of your response.

One thing is clear; using the Cc: field as a way to CYA or to make points that are best made in person is not prudent. You’ll end up looking trivial if you do.

Yes, this topic, just as with most others require your discretion to know what is best to do in any given situation. Take the time to think carefully if the others in the Cc: field really need be aware of your response.

Too many think general writing rules and skills do not come into play with e-mail. It’s an informal communication tool, yes, but that doesn’t negate the need for courtesy. Nor does it mean that you skip the steps necessary to you being perceived as someone who is a pleasure to type to.

Without a greeting:

I want you to follow-up on my last memo and make sure that everyone noted received their copy.

John

With a greeting:

Hello, Jane:

I want you to follow-up on my last memo and make sure that everyone noted received their copy. Thank you!

John

Of course, the added “Thank You!” is always a nice touch when asking for someone to do something on your behalf.

Over time, if you refuse to use a greeting, you end up having the other side cringe when they see your name in their inbox wondering what bossy request you may have next. This perception can easily be avoided by simply taking the time to add a little: “Hello,”.

“Do we overuse e-mail as a communication medium? In many instances, e-mail is the “easy approach” but not necessarily the best approach.”

Yes we are. Many have chosen to take the lazy, easy way out and not pick up the old fashioned telephone or have an in-person meeting when that is what is called for or best for the situation at hand.

E-mail is too easy. Hit a few keys and off your e-mail goes. A healthy portion of those using e-mail still do not even make the minor efforts necessary to communicate with clarity or even use e-mail properly!

I get contacted by those who get notifications of a relatives death by e-mail, Dear John letters, as well as e-mails filled with vitriol and insults all by folks who chicken out by using e-mail rather the choosing the phone or meeting in person.

E-mail is a tool. Whether for business or personal use, it is all up to each individual’s discretion and business savvy to know when and how to use it properly.

For personal use, everyone knows darned well when it is best to pick up the phone and have a intimate conversation in lieu of sending an e-mail.

Those who truly understand business will not fall into the e-mail everything trap. While those who choose the path of least resistance will not be as successful at nurturing business relationships and partnerships.

Your gut knows what is right; listen to it!

This is generally due to the sales folks not double-checking with the tech folks to make sure that they are ready for customers to be sent to the new page, survey or information that the e-mail mailing is promoting.

What is one to do when they find that they have prematurely sent out an e-mail to a not yet ready URL? Easy… Send a short and sweet follow-up and humbly apologize for the oversight and include either the correct URL or repeat the Web site address that you have now checked is up and running.

Whenever you make mistakes, acknowledging their existence and correcting the situation promptly will make your error seem less consequential.

Experience is the name everyone gives to their mistakes.
Oscar Wilde (1854 – 1900),