# 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