Email etiquette

Gone are the days of picking up the phone to call your friend just to check in. Gone are the days of waiting days to get a response to a question written in a letter. We expect conversations to be immediate. This can be truly immediate through chat but most people myself included, consider email almost as interactive. Often though, the ease at which we can write an email has proved problematic. Even with email, some rules should govern your activities.

• Do not simply forward emails. I find this especially irritating that someone can take the time to forward me something but doesn’t have the time to tell me what they are forwarding. If you must forward something, take the time to personalize your message.
• Don’t use mailing lists unless you are sure you know exactly who is in the list. This often is linked hand in hand with my first rule. I apparently am lucky to have found myself in someone’s email distribution list. So now every time they feel an itch they can blast out an email to tens or hundreds of people without thinking.
• Don’t use email for important correspondence. Tone is almost impossible to convey through email. Thoughts are too easily misunderstood or taken out of context.
• If you must write email regarding a sensitive subject, write it in another program first. Use your favorite word processor, and print it out when you are done. Review what you have written. If appropriate, ask for feedback from a friend or family.
• Don’t attach large files without first asking if this is appropriate and acceptable. Some times this is the best way to transfer files. Digital cameras can create huge files. Don’t assume that other people want a photo that is 5000 pixels wide.
• If you need to email a large group, use the bcc option. Address the email to yourself and bcc everyone else. This provides privacy for the rest of the people on your mailing list
• Avoid delivery and read receipts. They are rarely accurate and require the reader to click through dialogs when they read your email. Pick up the phone and call to ensure that important emails reach their destination.
• Use your email program’s spell checker.

The above rules are a good start on guidelines for better email. Think before clicking send. If you are looking for a good email reader, I highly recommend Thunderbird. Also instead of sending large photos, use one of the online photo sites. I highly recommend Snapfish if you or your friends intend on printing your photos, Flickr is by far the biggest and best online photo sharing site. They do have relationships with online photo printing web sites as well.