Email Etiquette

Write carefully. Once you send an email message, you cannot take it back or make it disappear.

General Guidelines

• You represent Panola College; therefore, all written communication should reflect an expectation of professionalism.
• Use principles of good writing and pay attention to spelling, grammar, punctuation, and word usage.
• Format and design your message for clarity.
• Avoid using emoticons, graphic background or wallpaper in business emails.
• Use high-priority flags only when necessary.
• Emails are not essays. If the text is long, consider an attachment.
• Use abbreviations sparingly.
• Common courtesy is always welcomed and appreciated in written communication and helps to promote two-way communication.
• Avoid offensive or slang language of any kind.      
• Be mindful that email is not private. (Emails can be easily forwarded and/or Bcc’d to others.)
• Be patient while waiting for a response.

Sending

• Send messages only to those who need to read them. Be careful how you use Bcc because it can cause unexpected complications.
• Use standard email format.
• Use reply to all only when necessary.
• Include meaningful subject lines.
• Begin message with a salutation.
• Use clear and informative signature files, and include your e-mail address, phone number and address when necessary.
• Use the inverted pyramid form of writing. Your most important statements should appear in the first paragraph.       Follow up with supporting details.
• Keep paragraphs short for easy reading.
• Use the spell check or consult grammar and style manuals.
• Re-read your message one last time before you send it.
• When forwarding email (if you must), remove headers from previous mailings -- including the email addresses -- if any.
• Use “Request Delivery” and “Read Receipt” sparingly.       Consider asking for a response from your reader within your email message.
• Be careful how you use Bcc because it can cause unexpected complications.

Responding

• It is best not to forward a message or attachment without the author’s permission. Asking for permission to forward a message or attachment demonstrates your integrity in personal and business communications.
• Never respond in the heat of the moment.