Email and Messaging Etiquette

Are you frustrated waiting for that response to your email? Are you whiling away the time by filling up on cocoa and cookies? — In 2015, Market Watch reported that the majority of people (52%) who send a work-related email, expect a reply within 12 and 24 hours, citing a survey of 1,500 people by MailTime.com, but 60% of people say they will wait two days to reply to their email.
—Photo source, Etiquipedia private library

Correspondence Course... 

Are Your E-Mails Sending the Wrong Message? 

So “You’ve Got Mail.” Do you have a headache too? If you find the pace of your correspondence a bit overwhelming, you are not alone. As the speed of business accelerates with the aid of new technology, so does the communication that goes with it. In the crush of e-mail, faxes and old-fashioned mail, many of us have taken to dashing off terse letters. Indeed, being curt even seems to be good etiquette, especially in electronic mail. But writing in shorthand can sometimes leave too much open to interpretation, so it’s important to carefully consider the few words you do use.

1. Write clearly and read clearly. If you do either in a rush, you are more likely to have a misunderstanding. Think about the reasons you are sending or receiving and keep them in mind as you deal with the correspondence.

2. Factor in cultural differences and personal styles. Business people in some countries demand pleasantries in communications; others prefer humility. Some people write long and some write short. Be aware.

3. Are you too nice in your writing? Make sure to keep things professional and get to the point quickly regardless of your audience.

4. Are you too mean in your writing? If you are, you probably don’t know it. But if you hear complaints that you don’t listen to feedback well or that your directives leave no room for discussion, then you may appear mean. If you intend to be authoritative, remember that negative approaches often engender negative responses.

5. Must you reply to everything? Again, know who you are corresponding with. Generally, FYIs or policy memos do not need a response. A “thank you for the information” is always a nice touch— especially if you have useful information to return.

6. Keep copies. At least for a short time.

7. Be aware that your correspondence may be shared. If more than one person may read your document or mail, you may want to reword it. — Los Angeles Times, 1998

Etiquette Enthusiast, Maura J Graber, is the Site Editor for the Etiquipedia© Etiquette Encyclopedia