Reg Gupton's Top 10 E mail etiquette tips

If you are like me, more and more of my daily communication is by e-mail. It is less expensive and quicker. And it seems that we adopt a whole new persona when we are sending e mail. Just think about the e mails that you like to receive. Send the same kind.

1. Have a business-like e-mail address.

Upgrade from joe41799@aol.com to something a little more classy (joe@joeinc.com for example). AOL is not a real business e-mail address.

2. Check incoming mail at least once or twice in the morning and afternoon, depending on the speed of expected contact in your industry. Four times a day is enough; more often may be a time waster.

3. Respond to each message within 24 hours. No matter what. Even if only to verify receipt and say you will get back to them.
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4. Write in complete sentences with no misspellings. Use your e mail program's spell checker.

Use paragraphs like Mrs. Snelling taught you in grammar school. One more thing, DON'T USE ALL CAPS. It is interpreted as screaming in cyberland.

5. Answer all questions. If the message to you had questions, make sure to answer each of them completely.

6. Longer is better. Explain yourself completely. Misunderstandings happen easier in cyberspace.

7. Verify that your attachments are being received and can be opened and printed by asking for a confirmation.

Some users are not technically literate and don't know there is an attachment. Check to make sure they are receiving the attachments you are sending.

8. Make sure that you use an e-mail signature like the one below.

9. Don't rely on e-mail alone to maintain contact. Call periodically. It is more personal.

10. Etiquette requires some communications to be written and sent by snail mail. Use good judgment

To your continued success,

Reg Gupton, CRS, MBA