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| By Brigitte Smiley, Communications Manager, DComm, CFPSA Ottawa, 613-996-6393, smiley.brigitte@cfpsa.com |
Communication tip
Email Etiquette
Email is a form of communication we all use every day, yet no one has ever sat us down and told us the “proper way” to use it. Here are some tips for email etiquette that Tracey Sangster, Corporate Web Development Manager at CFPSA and I hope you will find handy enough to incorporate into your daily communications at work.
- Be consise and to the point.
If it's too long it wont be read. - Be professional, use proper spelling and grammar.
Set up automatic spell check in Outlook. - Make it personal.
Address the person by name, say hello and always include your signature block. - Never attach unnecessary files.
If you must attach files keep them under 500kb and avoid adding a background image to your email. - Do not write in CAPITALS or use too many!!
This is interpreted as yelling. - Read your email before sending and add the recipient’s email address only once you are satisfied with your content.
You only have to press “send” too early by accident to understand this. - Always include a meaningful subject line.
This will allow you and the recipient to easily search for the email if the information contained is required at a later date. - Do not use email to discuss sensitive information.
If you need to discuss sensitive information it is best to do this in person. - Do not over use “Reply to All”.
Never use this if your reply is going to point out a mistake that the sender made or to give suggestions for improvement. - Be polite.
Last but not least, use your manners. Include “please” and “thank you” when you are asking for something, show the person that you appreciate their work.
