Email etiquette is changing and knowing the rules is vital. Email is a powerful tool that frees up communication. Writing action-oriented emails is a critical skill that will help you get results quickly in the short term. In the long run, knowing the rules of email etiquette will help you advance your career.

However, like any communication tool, it is important to know how and when to use it. Here are some do’s and don’ts to help you decide when to use email online:

Email Etiquette Rules – Use email to:

• Quickly communicate specific ideas
• Reasonably short messages: up to about 20 lines on one screen
• Management of essential businesses
• Send information to a list
• Reduced phone and meeting time by sending information ahead of time
• Non-confidential messages

Email etiquette rules: Do not use email to:

o Anything that requires immediate action, such as an unexpected meeting this afternoon. It may not reach everyone. Call instead.

o In-depth discussion, such as an email that generates a chain of four or more responses. It may be time for a phone call or a personal meeting.

o Anything that reflects negatively on you or anyone else if it ends up in the wrong mailbox. Remember that anything you submit may become public property. It can be forwarded, saved, and printed by people it was never intended for, and can be used as evidence in court.

o Sensitive matters, such as giving bad news or negative comments to a colleague or employee.

o Anything obscene, libelous, offensive or racist does not belong in a company email, even as a joke.

o Communicate with people who rarely use email.

o Personal communication where body language and facial expression are important to interpret a message

o Angry or sarcastic messages. It’s easy to get heated and with email we feel anonymous. We often write things that we would never say to someone’s face. If you’re upset, walk away from the computer and calm down. Ask yourself if you would say this to the person if you were face to face. If you wouldn’t say it, don’t send it.

o Messages that can be easily misunderstood. Because we don’t have the tone of voice or body language to give us more clues, people often wonder what an email means.

I invite you to use these simple online rules for email etiquette.