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