Know your college and university’s E-mail policies.
Use professionalism, efficiency and protect yourself from liability.
Addresses and Subject Lines
Check with the List Administrator of your college for faculty/student assignments to groups and e-mail distribution lists. Know who can use what lists and for what use.
Always use a brief but relevant subject heading (avoid using this space for your message).
Always use a salutation, “Hello Sue,” and end with your name, “Jane Doe”.
Your address should ideally be a personal name and not a string of letters and numbers that cannot identify you.
Content, Message, Length
Keep to the subject.
Use proper grammar and spelling.
Do not e-mail credit card numbers or social security numbers.
Do not send person’s names or any information that could breach confidentiality.
Do not send angry messages. If there is a conflict, it is best to meet in person to discuss.
Do not type messages in all lower case or all upper case – they are hard to read and hard to interpret.
Do not SPAM. Use your list administrator to send broadcast e-mails of importance to students or the College. If you have important class related information, include it in your website or use the class home page announcements feature.
Proofread and make sure the appropriate people are on the e-mail.
Replies and Reply-All’s
Only include enough of the original e-mail to continue the thought. Avoid sending a string of previous e-mails. This may not be appropriate.
If you have been sent a question on an e-mail list, send your personal reply to the original mailer only, not the entire list, unless indicated otherwise.
If you are copied on an e-mail, no reply is required.
Signatures
Always use a signature when you can. Keep it to 4 or 5 lines (mailing, phone, and fax info).
Use your mail service to automatically insert this signature.
Avoid appending long and inappropriate text to your signature.
Courtesy and Timing
Remember to use “please” and “thank you.”
Use formal address when indicated such as “Dr., Dean, Professor.”
Don’t expect an e-mail reply any faster than a phone reply would take.
If you need an immediate answer from someone, use the telephone.
If you schedule meetings, please allow for one-week advance warning via e-mail.