Etiquette for District Email


  1. Be concise and to the point. Get to the point of your email as quickly as possible, but don't leave out important details that will help your recipient answer your query.

  2. Use proper spelling, grammar & punctuation. Proper spelling, grammar and punctuation reflects well on the district and also makes sure the message is conveyed properly. E-mails with run-on sentences are difficult to read and can change the meaning of the text. Use Spell Check before sending an email.

  3. Be professional. This means, stay away from abbreviations and don't use emoticons (those little smiley faces). Don't use a cute or suggestive email address for business communications. Make sure your email includes a courteous greeting and closing. Helps to make your email not seem demanding or terse.

  4. Answer in a timely manner. People send email because they want a timely response. The standard response time is no later than 24 hours during regular business days. If the email is complicated, send an email back saying that you have received it and that you will get back to them.

  5. Watch your tone. Read your email out loud to ensure the tone is that which you desire. Try to avoid relying on formatting for emphasis; rather choose the words that reflect your meaning instead. A few additions of the words "please" and "thank you" go a long way. If your email is emotionally charged, walk away from the computer and wait to reply. Review the Sender's email again so that you are sure you are not reading anything into the email that simply isn't there.

  6. Do not attach unnecessary files. Large attachments can prevent individuals from receiving an email and can shut down their email system. Only send attachments when absolutely necessary and compress attachments prior to sending.

  7. Do not write in CAPITALS. Avoid using all capitals in email text. USING CAPITALS IT MAY SEEM AS IF YOU ARE SHOUTING

  8. Don't leave out the message thread. When you reply to an email, click 'Reply', instead of 'New Mail'. Leaving the thread might take a fraction longer in download time, but it will save the recipient time and frustration in looking for the related emails in their inbox.

  9. Do not overuse Reply to All. Refrain from using the Reply to All feature to give your opinion to those who may not be interested. In most cases replying to the Sender alone is your best course of action. Only use Reply to All if you really need your message to be seen by each person who received the original message.

  10. Be careful with formatting. Remember formatting in your emails.Only the standard fonts are on all computers. Times New Roman and Arial are the preferred font for district business. Do not use colored or patterned background. Individuals with certain eye problems, such as color-blindness, will not be able to read the content.

  11. Do not forward chain letters. Do not forward chain letters and virus hoaxes. Delete these emails as soon as you receive them.

  12. Avoid using High-priority, URGENT and IMPORTANT. If you overuse the high priority option, it will lose its function when you really need it. Even if an email has high priority, your message will may come across as slightly aggressive if you flag it as 'high priority'. Only use this if it is a really, really urgent or important message.

  13. Never send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it. By sending or forwarding one libelous or offensive remark in an email, you and the district can face court cases resulting in multimillion dollar penalties.

  14. Don't reply to spam. By replying to spam or unsubscribing, you are confirming that your email address is 'live'. This will only generate more spam. Delete the message or use email software to remove spam automatically.

  15. Use cc: field sparingly. Don't use the 'cc: field' unless the recipient in the 'cc: field' knows why they are receiving a copy of the message. Using the cc: field can be confusing since the recipients might not know who is supposed to act on the message. Make sure that all recipients know why they are receiving a copy.
     
  16. Do not ask to recall a message.  Biggest chances are that your message has already been delivered and read. A recall request would look very silly in that case wouldn't it? It is better just to send an email to say that you have made a mistake. This will look much more honest than trying to recall a message.
     
  17. Use a meaningful subject. Try to use a subject that is meaningful to the recipient as well as yourself. For instance, when you send an email to a company requesting information about a product, it is better to mention the actual name of the product, e.g. 'Product A information' than to just say 'product information' or the company's name in the subject.