As computer technology advances, more people rely on computers for communication, especially through email. It is important to follow certain unwritten guidelines when using this form of communication.
Email protocol, also known as netiquette, is a collection of generally accepted guidelines. Although not formally documented, these rules are commonly advised by professionals in the business world regarding email and the Internet. It’s crucial to remember that what may seem clear to you might be perceived differently by others (AWatch Your Netiquette). Hence, it is recommended to be brief and direct when communicating.
E-mail is important for saving time, promoting clear communication, and avoiding unnecessary phone calls. It is crucial to refrain from using aggressive language or flaming others. Detecting sarcasm in written form can be difficult, so it’s essential to be mindful of humor.
When sending emails, it is crucial to exercise caution when discussing others as they can be easily forwarded since no email is considered private. Despite its casual and playful tone, email holds the same level of formality as a phone call or written letter in a business setting. To indicate the message’s subject, it is recommended for the sender to include a concise phrase in the subject line.
When replying to a message, it is essential to have a personal signature footer with your name, position, and affiliation. Moreover, only include the relevant part of the original message in your response. Recipients do not need to read the entire message again. When quoting, make sure to remove any unrelated content.
One should refrain from capitalizing words that are not titles in order to avoid shouting. Instead, the use of asterisks can be employed to emphasize a point or a specific word (*Electronic). In emails, it is common practice to abbreviate words in order to save time and keystrokes (Dries).
The frequent use of abbreviations in email has become a common practice, forming an integral part of email language. Nonetheless, it is crucial to avoid excessive usage of abbreviations that may hinder comprehension for the recipient. Furthermore, unclear communication in emails often stems from individuals’ difficulty in expressing themselves clearly from the outset. This problem is further compounded when attempting to convey information through writing that is typically conveyed through visual or auditory cues.
To make up for the absence of emotion in email messages, emoticons(Dries) have been invented and widely used. The most frequently used emoticon is the smile face: -). However, several other variations have been developed such as: , :-@, , and ). Utilizing emoticons can effectively express emotions, but there is a tendency to misuse them excessively.
It is not recommended to use these emoticons in business e-mails as there are numerous symbols used to convey different messages. Adding an asterisk to a word is a way to emphasize it (Dries). However, capital letters should not be used for emphasis as they are typically associated with shouting.
To indicate a quote from a message, use the > symbol. This is used as a reminder to the reader. Use an underscore to denote a book like _The Grapes of Wrath_(Electronic). Lastly, when specifying a date, use the standard format MM DD YY.
Netiquette, an unofficial but widely followed set of unwritten rules for Internet communications, has become a crucial aspect of online interactions. With approximately 200 million messages sent daily, it is possible that a definitive source on netiquette could emerge in the near future.
Until then, please remember to avoid shouting, maintain a friendly and concise tone, and be clear in your communication.
