A message on the first line of the prank email site http//www.mailfool.com reads
April 1st - our apologies to all those who had problems sending MailFool emails on and around April Fools' Day this year. Due to unprecedented demand the system had a few problems whereby some messages were lost in the process of being created. We'll have it sorted before next April Fools, don't worry...
We all love our friends who love to send us every email that comes their way, pretty pictures, funny stories etc and don’t know how to use the BCC option right? … wrong!
What about others who send us a ‘read receipt request’ with every email? …These are just a couple of apects of emailing that can annoy us, among a zillion other things.
With the emergence of electronic communication, it seems we sometimes forget that etiquette is just as important, as it would be in the snail mailed letter. I am surprised at how many people are unsure of the rules for the use of email.
Here are some tips to help you on your way.
Say hello and goodbye – we don’t start our conversations when talking with a friend by starting straight into the topic, and it is the same with email. Be courteous and don’t forget to say 'hi’ or ‘dear’ or ‘hello’ to start with. If we walked away from a conversation without ending it properly, we would appear obnoxious, and it is the same with email. End with ‘kind regards’, ‘best wishes’ or similar.
Do not leave the Subject field blank - always fill in the Subject field with a brief and concise description of the content of your email. It helps to organise and manage emails.
Refrain from formatting your email with coloured text and background colours or images - colour and formatting choices can make your emails difficult to read.
Never expose your contact’s addresses - as a courtesy to those you are sending to, list all of the recipient’s email addresses in the BCC field so their email address remains invisible and protected from the view of the other recipients of the same email – some of whom they may or may not know. Put your email in the TO field and that is all they will see.
Only send relevant content - any message with a subject line that reads something like "thought this might interest you" is a waste of time. Don't stuff your colleagues' mailboxes with content unless you're absolutely certain it's relevant.
Do not use Return Receipt Request for each and every email you send because you like “knowing” when someone opens your email. If you have pressed the send button, trust that the email got there. If it bounces you will always receive an error email in reply.
Don’t write an email if you are angry and upset - you will regret it later … guaranteed.
Don't create a scandal - don't put anything in an email that you wouldn’t want the whole office reading.
Do not type in ALL CAPS as it is considered yelling.
Do not forward virus warnings! - they usually contain a virus ... doh
Refrain from using multiple !!!!! or ????? Multiple exclamation points and question marks risk giving the perception that you are sarcastic and condescending. Do you get the point??????
Don't rush - it is not good to create and send an email in a nanosecond just because you are in a hurry. Always take the time to review your email.
Go offline sometimes – there always comes a time when a reply or forward just isn’t enough. If that is the case and your conversation is going downhill fast, then pick up the phone or organise a meeting before it is too late.
Are there other items that you think should be on this list?