Netiquette Tips for Homepreneurs – Part 2
ByIn my last post I gave you the first 10 of the 22 Rules for using email. Of course, you only need to follow them if you want your email messages to be read.
Here are the final 12 of the email rules you need to know:
11. Don’t Send Attachments Whenever Possible
There are so many versions of common computer programs and not everybody is literate with computers. Attachments can be challenging just in getting them open and can spread viruses. There is also a likelihood the files will become corrupted in transit and be unusable anyway. Whenever possible, send information in the body of the email.
12. Don’t Use Special Graphics Or Formatting
Not all email users have the ability to see what you’ve created. Using a color for your text other than black can also make your message difficult to read. There are people who are color blind and colors show differently on different monitors. Black on white is absolutely the easiest to read. Graphics can also slow down the sending and receiving process.
13. Don’t Use Background Color Or Images
Like graphics and special formatting, while they might make your email look pretty, what it really does is make it more difficult for your readers to read your message. the ABSOLUTE EASIEST text for people to read is black on white, using upper and lower cases appropriately.
14. Eliminate What Comes After Your Response
Unless necessary to your response, delete old messages and signatures from the email you send. It makes your response cleaner and faster to send and receive.
15. Check Your Spelling
Nothing can block an easy read like misspelled words. Use your spell checker and have a dictionary handy.
16. Learn Your Grammar
English teachers probably cringe with emails. Learn at least the basics so your message flows.
17. Don’t Send Spam
Spam is considered to be anything sent that’s unsolicited. No doubt you’ve been a victim of it. Don’t become and abuser.
18. Acknowledge Receipt Of Email
Return Receipt is not reliable. Many people choose not to notify the sender. It can also be an annoyance to the receiver of your message when the Return Receipt window pops up. Be considerate to your sender and if a response is indicated or seemingly expected, respond.
19. Be Careful What You Say
While email feels light, easy, and informal, it’s permanent. Your email can be printed, circulated, shared, forwarded, …. Make sure what you write is not something you don’t want made public.
20. Ignore Chain Mail, Jokes, and Petitions
Often these are hoaxes. Even if they’re not, most people don’t like receiving them. Don’t forward them unless they seem relevant and then be sure it’s relevant to the people you forward to. If you do choose to forward one of these items, check it out first on Truth or Fiction or Urban Legends.
21. Respond Timely
While immediate response is unrealistic, make a policy to respond to emails within a specific amount of time and let your customers, clients, friends, and family know what that is. Don’t become a slave to your computer by thinking you have to respond sooner than is comfortable for you.
22. First Impressions Are Everything…And You Only Get One Chance
You will be judged by the quality of your writing. If it doesn’t matter to you, don’t change a thing. If you want to be taken seriously, pay attention and take the extra 30-seconds to make sure your email presents the image of you and/or your company you want it to. are the final 12 of the rules you need to know.
Written by Laura Hess