Email Etiquette

I'm going to go completely off-topic in this post, and talk about something that I've started noticing more and more over recent months:  poor email etiquette.  Not poor spelling, or grammar, or style, but just a low standard of communication from people and businesses who send me emails.  Things like missing images, poor titles, wonky meta tags, and pre-header text (the part of an email that you see in your browser after the subject title).  This is all stuff that can be accepted, ignored or overlooked - it's fine.  But sometimes the content of the email - the writing style or lack of it - begins to speak more loudly than the text in it.
Way back in the annals of online history, internet etiquette ("netiquette") was a buzz-word that was bandied around chat rooms, HTML web pages, and the occasional online guide.

According to the BBC, netiquette means, "Respecting other users' views and displaying common courtesy when posting your views to online discussion groups." while Wikipedia defines it as, "is a set of social conventions that facilitate interaction over networks, ranging from Usenet and mailing lists to blogs and forums."  Which is fair enough.  In short, netiquette means "Play nicely!"

Email etiquette is something else - similar, but different.  Email is personal, while online posting is impersonal and has a much wider audience.  Email is, to all intents and purposes, the modern version of writing a letter, and we were all taught how to write a letter, right?  No?  Except that the speed of email means that much of the thought and care that goes into writing a letter (or even word-processing one) has also started to disappear.  Here, then are my suggestions for good email etiquette.

 - Check your typing.  You might be banging out a 30-second email, but it's still worth taking an extra five seconds to check that everything is spelt correctly.  "It is not time to launch the product" and "It is now time to launch the product" will both beat a spell-checker, but only one of them is what you meant to say.  


- Use the active tense instead of the passive.  Saying "I understand," or "I agree" just reads better and conveys more information than "Understood." or "Agreed."  You're not a robot, and you don't have to lose your personality to communicate effectively via email.

- Write in complete sentences.  Just because you're typing as fast as you think doesn't mean that your recipients will read the incomplete sentences you've written and correctly extrapolate them back to your original thoughts.  The speed of email delivery does not require speedier responses.  Take your time.  If you start dropping I, you, me, then, that, if  and other important nouns and pronouns from your sentences, and replacing them with full stops, then you're going to confuse a lot of people.  This ties in with the previous point - just because the passive tense is shorter than the active doesn't mean that it will be easier to understand.  You will also irritate those who are having to increase their effort in order to understand you.

"Take your time..."

- Don't use red text, unless you know what you're doing.  Red text says "This is an error", which is fine if you're highlighting an error, but will otherwise frustrate and irritate your readers.  Full capitals is still regarded as shouting (although have you ever noticed that comic book characters shout in almost all their speech bubbles?), which is okay if you want to shout, but not recommended if you want to improve the readability of your message.

- Shorter sentences are better than long ones.  Obviously, your sentences still need to be complete, but this suggestion applies especially if your readers don't read English as their first language.  Break up your longer sentences into shorter ones.  Keep the language concise.  Split your sentences instead of carrying on with an "and...". You're not writing a novel, you're writing a message, so you can probably lose subordinate clauses, unnecessary adverbs and parenthetical statements.  Keep it concise, keep it precise.  This also applies to reports, analyses and recommendations.  Stick to the point, and state it clearly.

"Keep it concise, keep it precise."

- Cool fingers on a calm keyboard.  If you have to reply to an email which has annoyed, irritated or frustrated you, then go away and think about your reply for a few minutes.  Keep calm instead of flying off the handle and hammering your keyboard.  Pick out the key points that need to be addressed, and handle them in a cool, calm and factual manner.  "Yes, my idea is better than yours, and no, I don't agree with your statements, because..." is going to work better in the long term than lots of red text and block capitals.  

 - Remember that sarcasm and irony will be almost completely lost by the time your message reaches its recipient(s).  If you're aiming to be sarcastic or ironic, then you'd better be very good at it, or dose it with plenty of smileys or emoticons to help get the message across.  Make use of extra punctuation, go for italics and capital letters, and try not to be too subtle.  If in doubt, or if you're communicating with somebody who doesn't know you very well, then avoid sarcasm completely.  Sometimes, this can even apply over the phone, too.  Subtlety can be totally lost over a phone conversation, so work out what you want to say, and say it clearly.  Obviously!

- Please and thank you go a long, long way.  If you want to avoid sounding heavy handed and rude, then use basic manners.  If you're making a request, then say please.  If you're acknowledging somebody's work, then say thank you.  You'll be amazed at how this improves working relationships with everybody around you - a little appreciation goes a long way.  I know this is hardly earth-shattering, nor specific to email, but it's worth repeating.

- When you've finished, stop.  Don't start wandering around the discussion, bringing up new subjects or changing topic.  Start another email instead.

FOR EXAMPLE

A potential worst case?  You could start (and potentially end) an email with "Disagree."