I would like to add on the email policy I have made for my team.
You need to implement etiquette rules for the following reasons:
- Professionalism: by using proper email language you will convey a professional image.
- Efficiency: emails that get to the point are much more effective than poorly worded emails.
There are many different etiquette rules. They may differ according to the nature of your business or the purpose for which the email is being formatted.
Few of the basic rules to be followed for any kind of email are:
1. First of all, once you receive an email & if it requires or demands your response, please do so. Ignoring an email or not replying to it reflects your unprofessional behavior.
2. Always start your email with a salutation, e.g. Respected / Dear/ Hello - Sir / Madam/ name of the recipient.
3. Write down the body / content of the email. Please try to maintain a professional & formal language in your official e-mails. Informal language is only meant for your personal mails to be sent to your friends & relatives (unofficially).
4. Put in your signatures at the end of the email.
Most important email etiquette tips:
1. Be concise and to the point.
2. Answer all questions.
3. Use proper spelling, grammar & punctuation.
4. Answer swiftly.
5. Do not attach unnecessary files.
6. Use proper structure & layout.
7. Do not write in CAPITALS (it denotes that you are ordering the person).
8. Do not overuse Reply to All.
9. Take care with rich text and HTML messages.
10. Do not copy a message or attachment without permission.
11. Don’t use email to discuss confidential information.
12. Use a meaningful subject.
13. Avoid using URGENT and IMPORTANT.
14. Avoid long sentences.
15. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
16. Don't forward virus hoaxes and chain letters.
17. Keep your language gender neutral.
18. Don't reply to spam.
19. Use cc: field sparingly.