(Un)written Code of Email Etiquette

The (Un)written Code of Email Etiquette

Emails are one of the most efficient means of communication we have. It's fast, easy, and your message can reach a large audience with the click of a button. However, emails can also be quite obnoxious, especially when you are on the receiving end of emails that do not pertain to you or provide no useful information. Let's take a look at some tips that are generally accepted as proper email etiquette.

When to use Email/When to Not

Every email that you send is on record, whether you delete it or not. There are times when a paper trail is very useful, and times when you want to be 'off the record' or sharing private information. This should be your first consideration..."Do I want to create a record for this information?" More considerations follow:

DO use Email:

- To provide quick information to one or multiple parties

- As a means of delivering/carrying longer messages by using attachments or links.

- When it is timely to do so (matters that cannot wait for snail-mail or an upcoming meeting and face to face or telephone is not a viable option).

DO NOT use Email:

- To give bad or negative news or information that could be misunderstood depending on tone/emotion (context)

- To deliver complex information or directions.

- When the receiver is expected to respond immediately

- To carry on a conversation among a group that regularly meets unless absolutely necessary

- When you could deliver the same message with similar energy via other means (walking and talking are good!).

Reply, Reply All, BCC:

Let's take a second to differentiate between these terms:

Reply: Receiver responds only to the sender

Reply All: Receiver's response is sent to all recipients of the original email

BCC: Blind Carbon Copy - Used by the sender to prevent group discussion. Should recipient reply all, it only will include original sender. Also, privatizes list of recipients (receiver does not see other recipients under BCC)

We have all been victims of the annoying 'Reply Alls' that go on and on and require us to delete countless emails. Perhaps we have been the inadvertent sender that replied all when we only wanted to reply to the sender (many funny stories out there on Reply All oopsies). 

So how do you know which one to use? One way is using THIS AWESOME FLOWCHART.  The general rule is that in order to Reply All that the message should be intended (and useful) for at least 70% of the audience. If it is not, then simply reply. There are better ways to have discussions/conversations than group reply- all emails. One email can get necessary participants together, and if necessary a new email can be started with only interested participants, sparing all others of worthless emails needing to be deleted.

When sending out an email, consider using the BCC field when using 'All Staff' or a large recipient list, especially if no response is expected/needed.  This can spare members of the reply-alls that sometimes come with long recipient lists.

In conclusion, we all can use occasional reminders of proper email etiquette and usage (myself included). Especially as public employees, we need to be mindful of how we are using this tool. Thanks for reading and have a great end to your April and start to your May!