Section Two: Basic Guidelines for Proper
Email Netiquette
The guidelines listed below are concerned
more with how you construct a formal email message, and not the content of
the message. By following each of these guidelines when writing an email message,
you will make yuor message more acceptable by the person it's addressed to.
An acceptable message is more likely to get the response that you intended.
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Formal email messages should include
a brief and specific title in the subject heading.
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Formal email messages should follow similar
guidelines as formal letters:
Use a proper greeting and address the recipient appropriately;
Introduce yourself in the opening line of the message unless you’re
positive that the recipient will know who you are from your email address
alone;
Use proper punctuation, spell correctly, and try to use proper grammar;
Remain polite, even if the topic of the email is controversial;
Don’t get too emotional or personal;
Keep your message brief and to the point, but not too brief so as to sound
terse and rude. Provide context for your email message without going into
too much detail, ask specific questions, do not wander off-topic, and maintain
an appropriate level of politeness;
Ask for reply at the recipient’s convenience, keeping in mind that
some people may not check their email accounts frequently and may have other
responsibilities;
End your message with a proper closing that includes your name and affiliation.
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When responding to an email, don’t
reply to the original recipient list unless it is necessary. Most times,
reply only to the original sender, especially if your email message is private.
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When responding to an email, don’t
include the original message in your reply unless it’s very brief and
it’s necessary to help clarify your message.
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Never forward or send chain letters or
advertisements in academic or professional email messages.