Email etiquette is essential to help save time and increase productivity in an office environment. Many times a simple phone call as the question that is being asked can be handled quickly and effectively when discussed verbally. More complex topics need more details that can easily be given over the phone. Below are some tips on how to maintain proper email etiquette so you can have a smoother functioning office and avoid the needless fluff that can come across our work systems.

1. Email should be concise and to the point. People lose interest quickly in lengthy topics, deliver the vital information and press send.
2. Avoid open ended emails. As the sender, you need to answer questions before they are asked to avoid numerous questions being asked and increasing email volume.
3. Grammar is essential. Most email programs can check your grammar and spelling. Use it.
4. Respond quickly to questions. Instead of putting an email off, answer it once you receive it. If you need to research a topic let the sender know. This gives them the common courtesy of knowing their email has been received and is being worked on.
5. Only add important attachments. People are mistrusting of most content sent through email. Unless you are sending a vital document, don't attach anything to your message.
6. High Priority means it is urgent. It shouldn't be used on items that aren't due in a short period of time. This can be a rude way of delivering messages. Also, never use URGENT or IMPORTANT in the title of your email.
7. Capitals are shouting. A vital part of email etiquette tells us that when we talk in caps we are shouting. Refrain from shouting at people unless you intend on them responding offended.
8. Use Reply. Don't start a new message for the same topic. Continue the original topic so individuals can see the progression of information. Don't ever hit reply all unless it is your intent to send it to everyone.
9. Read the email before sending. If it sounds strange to you or leaves you with questions, it will have the same effect on others.
10. Chat Lingo and Emoticons are Rude. This is a business being run, not a friendly correspondence. Unless you know the person and the email isn't for business don't use these common references.
11. Chain letters need a broken link. Don't forward chain letters or funny jokes. While you may enjoy receiving them, most people don't. There is also no validity to any chain letter, no one has ever won money or died suddenly.
12. Never use email for confidential information. Email can be easily read if it is left open, and can be hacked by some people. Don't ever give out confidential information in this manner.
13. Never put in any offensive material. No one wants to hear your offensive, sexually explicit, or racist remarks. Curse words also have no business in an email.

These are the basics of email etiquette. As you continue to learn more about email, you will find there are other things that aren't proper. Take some time to learn all you can before you send messages that people find offensive, or poor in context. Source: EzineArticles

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