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E-mail Etiquette. Guidelines to Electronic Communication. Presented by Duane Shaw. Think. Etiquette. Loosely defined… the Socially accepted rules of behavior for the Internet. These Electronic Communication customs have evolved over time.

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E mail etiquette

E-mail Etiquette

Guidelines to Electronic Communication

Presented by Duane Shaw



Loosely defined… the Socially accepted rules of behavior for the Internet.

These Electronic Communication customs have evolved over time.

Discussion Groups, chat rooms, instant messaging share most of these rules of conduct with email.

Etiquette the basics
Etiquette – The Basics

  • Get to the point

  • Plain text is less complicated

    Use Sparingly:

  • Abbreviations

  • Smilies - Emoticons

Etiquette the basics1
Etiquette – The Basics


Meaningful “Subject” line

Use salutations

Answer swiftly

Spelling, grammar, punctuation

Etiquette the basics2
Etiquette – The Basics


  • Avoid long sentences

  • Use active instead of passive

    • Active: “We will process your application today.”

      – Passive: “Your application will be processed today.”

  • Keep language gender neutral

E mail threads
E-mail Threads

  • Include previous message when replying or answering

  • Number your points if the email is complex – makes replying easier

  • Remove part of the thread as the e-mail grows.

E mail privacy
E-mail Privacy

  • There isn’t any. E-mail is not secure.

  • Be concerned - CONFIDENTIALITY

  • Avoid sensitive information in e-mail

  • Remember an email can be forwarded to anyone without your knowledge or consent.


E-mail Flame

  • An abusive message about another person.

  • Will often personally insult somebody else's work.

  • Are quite a common occurrence on the Internet because there is very little proper policing.


  • Use care when replying in e-mail, forums or discussion groups.

  • Your emotions do not transmit in email – recipients cannot tell you are kidding (smilies/emoticons help)

  • We can all agree to disagree


:-) Smiley Face

;-) Wink

:-| Indifference

8-) Eye-glasses

:-D Surprise

:-0 Yell

Major don ts
Major Don’ts

  • Typing in UPPER CASE

  • Flaming

  • Sending Spam via e-mail or in chat room

  • Forwarding jokes with 200 e-mail addresses at the top of the page…

  • Large File Attachments

  • Forgetting to re-read the e-mail before sending

Other techniques
Other Techniques

  • When mass e-mailing – use the BCC field

  • Use a meaningful subject

  • Don’t forward virus hoaxes or chain letters

  • Don’t Reply To Spam

Other techniques do not overuse
Other TechniquesDo Not Overuse

High Priority

Reply to All

Delivery and read receipts

Help and assistance
Help and Assistance