What's Your Email Etiquette Style?

1. How quickly should I reply to e-mail?

As soon as I can; no longer than 24-48 hours.

When I get around to it.

I don't have to reply.

Doesn't matter.

If you don't reply, the other side will begin to think you are ignoring them. For business, replying as soon as you can impresses those who may be deciding whether to do business with you or your perceived competitors.

Explanation

If you don't reply, the other side will begin to think you are ignoring them. For business, replying as soon as you can impresses those who may be deciding whether to do business with you or your perceived competitors.

2. What is the most important thing I should do with every e-mail?

Make sure the Subject: field is short, concise and accurate.

Have a nice greeting: Hi, Hello, etc.

Have a proper sign off: TIA, Sincerely, etc.

Spell check, use full sentence structure and use proper grammar..

All of the above.

By keeping these issues in mind, you ensure that your email communications are received positively by your contacts, associates, family and friends.

Explanation

By keeping these issues in mind, you ensure that your email communications are received positively by your contacts, associates, family and friends.

3. Why should I use the BCc field?

So I can send copies of business e-mail to my coworkers without my boss knowing.

To keep my e-mail looking clean.

To respect my contact's privacy.

So I can send copies to anyone I want.

Unless everyone you are emailing knows each other, you need to use the BCc field to protect the privacy of your contacts and not expose their addresses to strangers!

Explanation

Unless everyone you are emailing knows each other, you need to use the BCc field to protect the privacy of your contacts and not expose their addresses to strangers!

4. Before e-mailing a Web site for assistance, I should:

Double check my e-mail address is correct.

Get all my questions together and only send one e-mail

Make a reasonable effort to ensure the info I seek is not already covered on the site.

All of the above.

All these things will help to ensure the prompt response you desire.

Explanation

All these things will help to ensure the prompt response you desire.

5. When is it O.K. to contact folks about my business?

Only when they e-mail me and ask me for information.

When I know they can use my service.

When I know I can save them big bucks!

Anytime - that's called cold calling

If you want your business to be perceived as credible and legitimate, don't act like a spammer!

Explanation

If you want your business to be perceived as credible and legitimate, don't act like a spammer!

6. I should down edit my e-mail replies by

Removing previous signature files.

Removing the previous 2 e-mails noted in my reply.

Removing everything not necessary to the ongoing conversation.

Spell checking the sender's previous e-mail.

Down-editing your email by removing everything except the content that is necessary to the ongoing conversation, and then responding point-by-point, helps to maintain clarity in your ongoing conversations.

Explanation

Down-editing your email by removing everything except the content that is necessary to the ongoing conversation, and then responding point-by-point, helps to maintain clarity in your ongoing conversations.

7. Why shouldn't I type my e-mails in all caps?

All caps insinuates you are adding very strong emphasis or yelling.

It makes you look lazy and/or uneducated.

It is a strain on your eyes and makes reading your e-mail more difficult.

All of the above.

To not use the shift key is plain old lazy! When you type in caps for emphasis (or to yell) you risk the other side adding more emphasis than you desire which is risky at best. Studies reflect that typing in all caps does in fact make your email more difficult to read too. Instead choose the words you use carefully to relate your intent or tone.

Explanation

To not use the shift key is plain old lazy! When you type in caps for emphasis (or to yell) you risk the other side adding more emphasis than you desire which is risky at best. Studies reflect that typing in all caps does in fact make your email more difficult to read too. Instead choose the words you use carefully to relate your intent or tone.

8. Before sending a very large attachment, I should:

Compress the file (zip it up).

Send it first thing in the morning and call to make sure it was received.

Send it only during week days.

Compress the file, then ask first when would be the best time to e-mail it.

You really have no visibility to the other side's resources or inbox activity to assume they can handle any large attachment you want to arbitrarily send. Always ask first and then follow through sending your compressed file. Especially for business, refrain from sending large attachments outside of business hours because that is convenient for you. You won't leave a very good impression if you fill up your associate's inbox and cause all subsequent email to bounce!

Explanation

You really have no visibility to the other side's resources or inbox activity to assume they can handle any large attachment you want to arbitrarily send. Always ask first and then follow through sending your compressed file. Especially for business, refrain from sending large attachments outside of business hours because that is convenient for you. You won't leave a very good impression if you fill up your associate's inbox and cause all subsequent email to bounce!

9. I should only forward e-mail when:

I feel it's important.

I know the other person should have the information.

The topic is commendable and important to all onliners.

I type a personal comment about why I am forwarding that specific e-mail to that specific person.

We all get way too many silly, chain email or emails we didn't ask for in our inbox. Try not to contribute to the noise. Instead, if you cannot take the time to type a comment to each specific person you are forwarding to -- don't forward at all!

Explanation

We all get way too many silly, chain email or emails we didn't ask for in our inbox. Try not to contribute to the noise. Instead, if you cannot take the time to type a comment to each specific person you are forwarding to -- don't forward at all!

10. When should I update my virus software?

Once each day.

Once a week.

Every time I log on.

Only when my ISP tells me to.

Viruses are transferred via email all the time. It is your responsibility and proper email etiquette to ensure you are virus free. If you are not online all the time, you need to check for virus updates every time you log on. Better yet, use the scheduler in your virus software to automatically update when necessary!

Explanation

Viruses are transferred via email all the time. It is your responsibility and proper email etiquette to ensure you are virus free. If you are not online all the time, you need to check for virus updates every time you log on. Better yet, use the scheduler in your virus software to automatically update when necessary!