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9) Don't send chain letters, virus warnings, or junk mail.
Always check a reputable antivirus website or your IT department before sending out an alarm. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal e-mail to your home account.
10) Remember that your tone can't be heard in e-mail.
Have you ever attempted sarcasm in an e-mail, and the recipient took it the wrong way? E-mail communication can't convey the tones of verbal communication. Some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.
11) Use a signature that includes contact information.
To ensure that people know who you are, include a signature that has your contact information, including your mailing address, website, and phone numbers.
12) Summarize long discussions.
Instead of continuing to forward a message string, take a minute to summarize it for your reader. You could even highlight or quote the relevant passage, then include your response. If you are forwarding or reposting a message you've received, do not change the wording.
Using these 12 Rules to Email Etiquette will help you remain professional, will get your emails read, and will save time.
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