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Email Etiquette Rules

Purpose:

To describe the rules that should be used when writing or answering email messages. It is know as the code of conduct for email communication

Prerequisite:
  • Having email address and license
Who's Responsible:
  • All employees with email license
Rules:
  • Don't type in all caps
    • It comes across as yelling
  • Proofread
    • Spelling
    • Grammar
    • Double check the tone to make sure it is appropriate to the subject matter
    • Be careful of jokes and sarcasm
    • Ensure that if you refer to an attachments, one is included
  • Be responsive
    • Make a habit of replying within 24 hours
    • Set out-of-office reminders
  • When emailing multiple recipients who don't know each other, don't use the To: or CC: lines
    • It shares contact addresses with strangers
    • If anyone replies to all, it sends response back to everyone in the initial email
    • Use the BCC line, then no one will be able to reply to all or see others' addresses
  • Add the To: line last
    • This removes the possibility of sending an incomplete email 
    • Only add contacts when the email is completed
  • Keep the subject lines focused, personal, and show the value or urgency of reading
  • Keep it brief
    • Don't clump information into long paragraphs; instead, write in succinct points and make them stand out through spacing and bullets
  • Don't attach large files/video to email
    • Files/videos could carry viruses
    • Use file sharing to store these items to the cloud and share them via a link to the uploaded file
  • Include clear next steps or expectations of your email
  • Include a signature with the JRE brand with it
  • Keep private material confidential
  • Don't overuse exclamation points
  • If forwarding emails make sure to clean them up and include the original idea
  • Use acronyms sparingly
  • Double check to make sure the correct person/people are being sent the email
  • Avoid 'Reply to All'. Make sure everyone needs to see the response before choosing this option
  • Include a friendly greeting and closing
  • Listing someone in the "To" field means you expect a response. A CC means you are keeping them in the loop on your message to others
  • Use proper sentence structure, capitalization, punctuation, and limited or no emojis
  • Use legible font types, avoid too many different font colors
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