If there’s one area the queen of etiquette Emsie Schoeman hasn’t commented on, it’s e-mail. But don’t think that gives you any reason to escape certain guidelines just because the electronic world seems to operate on a more informal level. Even with e-mail you can land into trouble if you don’t behave properly.
You’re probably wondering why e-mail etiquette even exists, in particular within the company milieu. There are three (very important) reasons, namely professionalism, efficiency and also protection against liability.
We consulted the internet and here are a few hints for meticulous e-mail users.
1. Be concise and to the point
Long e-mails are unnecessary and difficult to read. Avoid long sentences. Sentences should contain no more than 15 to 20 words.
2. Answer all questions and anticipate further questions
This will prevent a series of follow-up e-mails to get all the information and you won’t waste your and someone else’s time.
3. Spelling and language
Bad spelling and language create a bad impression and e-mail without capital letters or punctuation marks take effort to read.
4. Layout
Reading text on a screen is harder than written text and this makes layout in e-mails even more important. Use short paragraphs and adequate space between paragraphs.
5. Use a significant subject in the Subject line
Put the appropriate subject in the Subject line in order for the receiver to immediately know what the e-mail is about. It saves time, explaining and creates context.
6. Reply promptly
Immediately replying to an e-mail is generally expected. Don’t leave correspondence unanswered in your inbox for days when you could have answered it in a minute. Standard reply time for an e-mail is 24 hours, preferably the same working day. If you don’t have an immediate answer, just confirm you received the e-mail and will reply as soon as possible.
7. No large attachments
Don’t send unnecessary large attachments with your e-mails. Some mail servers can’t handle large e-mails.
8. Capital letters
Don’t use only capital letters. This implies that you are shouting at the recipient and can be interpreted as rude.
9. Re-read before you send
Don’t send an e-mail in haste. Other than potential spelling mistakes, it’s important to make sure if you message is clear and understandable. Remember that the recipient can easily misinterpret something when you’re not speaking face-to-face.
10. Don’t answer spam
Even if a spam e-mail claims you should reply to stop from receiving them, don’t reply. By replying to a spam e-mail, you are confirming your e-mail is active and more spam will be generated. Rather just delete the mail.
11. Don’t request delivery and read receipts
You will only irritate the receiver even before he’s read your message. Rather ask the person directly if necessary.
12. Don’t request messages to be recalled
The message has probably already been read and by recalling it, you’ll appear unprofessional. Send an e-mail explaining afterwards instead of recalling it.
13. Don’t forward chain mails or virus hoaxes
Microsoft will not send you money if you send it to 20 people – and neither will any other company. Most chain mails warning against viruses are also hoaxes. Ignore and delete them.
14. Avoid the high priority option
If you use this option to often, it will lose its efficiency. Your correspondence may also come across as pushy and aggressive. The same goes for terms like “URGENT” and “IMPORTANT”.
15. Be careful with emoticons and abbreviations
Try not to use abbreviations such as LOL and BTW. Emoticons like the smiley :) are also not appropriate in business e-mails.
SOURCE: http://www.emailreplies.com en http://www.businessemailetiquette.com
As daar een area is waarop etiket-guru Emsie Schoeman nog nie oor kommentaar gelewer het nie, is dit e-pos. Maar moenie dink dat jy etiketriglyne kan ontsnap net omdat die elektroniese wêreld meer informeel is nie. Selfs met e-pos kan jy jouself lelik vasloop as jy jou nie gedra nie.
Jy wonder waarskynlik hoekom daar enigsins iets soos e-pos etiket bestaan, spesifiek binne die maatskappy-opset. Daar is drie (baie goeie) redes, naamlik professionalisme, effektiwiteit en ook beskerming teen aanspreeklikheid vanuit `n regsoogpunt.
Ons het gaan kersopsteek by die internet en hier is net `n paar wenke vir noukeurige e-posgebruikers.
1. Wees presies en tot die punt.
Langdradige e-posse is onnodig. Wees kort en kragtig. Vermy lang sinne. Sinne behoort `n maksumum van 15 tot 20 woorde te bevat.
2. Beantwoord alle vrae en spreek ook moontlike opvolgvrae aan
Sodoende vermy jy `n string e-posse en mors jy nie jou of iemand anders se tyd nie.
3. Spelling en taalgebruik
Slegte spelling en taal skep `n swak indruk en e-posse sonder enige hoofletters of leestekens lees moeilik. Gebruik jou speltoetser ook vir e-posse, nie net vir amptelike dokumente nie.
4. Uitleg
Teks op skerms is moeiliker om te lees en daarom is uitleg ook belangriker. Gebruik kort paragrawe en spasies tussen paragrawe.
5. Gebruik `n veelseggende onderwerp in die Subject-reël
Sit die toepaslike onderwerp waaroor die e-pos gaan in die Subject-reël, sodat die ontvanger onmiddellik weet waaroor dit gaan. Dit spaar tyd en gee konteks.
6. Antwoord vinnig
Die verwagting is dat `n e-pos vinnig beantwoord sal word. Moenie korrespondensie vir dae in jou posbus laat lê as jy dit binne `n minuut kon beantwoord nie. Die standaard is 24 uur, verkieslik nog op dieselfde werksdag. As jy nie dadelik `n antwoord het nie, laat weet dat jy die e-pos ontvang het en so gou moontlik terugvoer sal gee.
7. Groot aanhangsels
Moenie onnodige groot aanhangsels saam met jou e-pos stuur nie. Sommige e-pos bedieners kan dit nie hanteer nie.
8. Hoofletters
Moenie slegs hoofletters hoofletters gebruik nie. Hoofletters impliseer dat jy skree op die ontvanger van die e-pos en kan interpreteer word as onhoflik.
9. Lees voor jy stuur
Moenie oorhaastig `n e-pos stuur nie. Bo en behalwe spelfoute, is dit ook belangrik om seker te maak jy dat jou boodskap duidelik en verstaanbaar is. Onthou dat die ontvanger maklik iets kan misinterpreteer as hy nie van aangesig-tot-aangesig met jou praat nie.
10. Moenie antwoord op gemorspos nie
Selfs al sê dit dat jy moet antwoord as jy dit nie meer wil ontvang nie. Deur te antwoord, bevestig jy dat jou e-pos aktief is en word nog meer e-pos gegenereer. Vee eerder dadelik die e-pos uit.
11. Moenie aflewerings- en leesversoeke aanvra nie
Die kans is goed dat jy die ontvanger gaan irriteer daardeur selfs nog voordat hy jou boodskap ontvang het. Vra eerder direk vir die persoon as jy wil weet.
12. Moenie vra dat boodskappe onttrek word nie
Die boodskap is waarskynlik reeds afgelewer en gelees. So `n versoek lyk onprofessioneel en oneerlik. Stuur eerder `n opvolg e-pos om te verduidelik.
13. Moenie ketting e-posse of valse viruswaarskuwings aanstuur nie
Microsoft gaan nie vir jou geld stuur as jy `n e-pos aanstuur vir 20 mense nie – so ook geen ander maatskappy nie. Die meeste ketting e-posse wat waarsku teen virusse is ook nie geldig nie. Vee dit liewer dadelik uit.
14. Vermy die “high priority”-funksie
Indien jy dié opsie te veel gebruik, verloor dit sy effektiwiteit. Hierbenewens mag jou e-pos ook ietwat aggressief voorkom. Dieselfde geld vir die gebruik van terme soos “DRINGEND” en “BELANGRIK”.
15. Wees versigtig met emotikons en afkortings
Probeer liewer nie om afkortings soos LOL en BTW te gebruik nie. Emotikons soos die :) is ook nie vanpas in besigheid e-posse nie.
BRON: http://www.emailreplies.com en http://www.businessemailetiquette.com
My personal view and practice on “immediately replying” are the following:
1. The pace and frequency of responding to emails are determined by MY priorities and time management. In other words, if you email me at 11 pm, it will not attract my attention, I will not read it, let alone respond. Unless there is some prior arrangement to collaborate on something urgently.
2. If somebody needs to contact me and get my attention urgently, then Instant Messaging (IM) channels should be used, such as Lync, Skype or WhatsApp. These IM channel handles are visible to my contacts. Or a good old ‘phone call can be used.
In short, Email is not IM and is highly inefficient when used for that purpose.
@tpepler well said and i agree but working through the age groups e-mail is the easiest tool for everyone to communicate on with a certain level of understanding and with the most success of actually communicating :-)
“Immediately replying to an e-mail is generally expected.”
E-mail is a non-urgent medium of communication. Telephone calls and instant messaging should be used for urgent communications, in conjunction with e-mail, if necessary.
Treating e-mail in general as a high priority communication medium in the workplace can quickly become a huge drain on productivity, because of the frequent interruptions it causes.
Miskien is die volgende stap ‘n stel amptelike etiquette riglyne vir die US
Hi Ragmah, glad you’ve found it helpful. Let us know if you have any other suggestions!
Thank you , I love this….. Long over due.