10 Tips for Office E-mail
Carefully read e-mail and answer all questions, to avoid going back and forth.
Avoid sending confidential information via e-mail—make a phone call or ask to discuss sensitive issues in person.
Don’t use text message or chat jargon (such as “BTW”) unless it is widely used within your organization.
Include a brief greeting that is appropriate for status of sender (“Hey Lori” may be fine for a friend but not for a supervisor). Also include a closing (“Thanks,” or “Best Wishes, John”).
Watch the tone—remember no body language can be interpreted, only your words.
Use spell check and read message for errors before sending.
Respond promptly; if you cannot respond at the time, indicate that you will do so later.
Use proper color, fonts, layout, and formatting (those that fit with your work environment).
Avoid “casual speak” or slang; use abbreviations and emoticons wisely.
If you e-mail back and forth three times, and the problem is not resolved, pick up the phone.
Tips for Using the Subject Line, CC, BCC, FW, and So On...
Write a short and direct subject line—it is the “hook” to getting the message read.
Take off “FW” from the subject line if the message has been forwarded.
Modify the subject line to fit the topic if it has changed.
Do not share others’ e-mail addresses unnecessarily (use a distribution list or blind cc).
Use “reply all” judiciously; do they all really need to know?
Avoid overusing “urgent” and “important” (remember the boy who cried wolf?).
Save “read receipt” for crucial messages—would you request a receipt for every phone call?
Do not forward others’ messages without their permission.
Read more tips like this in "New Grad Rules for Workplace e-Etiquette."