Email Etiquette

Email and You!

Managing Your Email

  • —Jim Ellis is a business and our primary means of communication is through email.
  • Check Email Everyday!
  • READ your email! Don't skim!
  • After 60 days Health Benefits are available. Do not miss your chance to get Health Insurance because you didn't read your email!!
  • By not reading an email from a fellow employee, you undermine the open communication we strive for at Jim Ellis. Not to mention, it's just RUDE!
  • —Some people delete everything after they read it, some never delete anything!  There should be a balance.  A message that says the gas pump is down on our Chamblee campus, followed up by a “it’s back working” shortly thereafter…most definitely can be deleted.  But an email from the training department providing your logins and passwords (as an example) is an email you want to keep. 
  • Use good judgment in deleting your emails.

You receive an email from the Human Resources Department about your health benefits. Should these be deleted?

  • Yes
  • No

Email Salutations

  • —Do not assume the person receiving your e-mail knows who you are or remembers meeting you.
  • If you are uncertain whether the recipient recognizes your e-mail address or name, include a simple reminder of who you are in relation to the person you are reaching out to.

Which introductions are appropriate?

  • Dear Mr. Smith,
  • Yo, what's up bro?
  • Hey Dude!!!
  • Good Morning Tom,
  • Glenda,

Which words or sentences are NOT appropriate?

  • I need to talk to you right away!!!!!!!!!!!!! Answer soon!!!!
  • I was hoping we could set up a meeting soon.
  • Thanks ;-)~
  • wh47'5 up dud3? l337
  • I look forward to talking to you again.
  • UR Gr8 Man, Thanks!!!
  • Do you have a status on the project for Mr. Ellis?
  • we will have to meet jodie at the chamblee campus with henry.
  • Somene was supoded to do that

Subject Lines & SPAM

  • —Avoid subject lines that are in all caps, all lower case, and those that include URLs and exclamation points – which tend to look like Spam to the recipient.
  • ALWAYS include a subject line; otherwise you increase the potential of having your email go to a SPAM or junk mail folder.
  • Never open an old email, hit Reply, and send a message that has nothing to do with the previous one.  This is the time to start a new email…when the subject changes
  • Occasionally emails make it to your SPAM folder. Check It!

Rank these items in the order of quickest way to get in touch with a customer or employee. (Fastest on top, slowest on the bottom)

  • Picking up the phone and calling.
  • Sending a text message.
  • Sending an email.
  • Writing a letter and mailing it.

Perception is Everything

  • —Every email you send adds to, or detracts from, your reputation. If your email is scattered, disorganized, and filled with mistakes; the recipient will be inclined to think of you as a scattered, careless, and a disorganized person.
  • Other people's opinions matter in the professional world. Their perception of you will be critical to your success.