Netiquette - Composing Emails
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Restrict yourself to one subject per message; sending multiple messages if you have multiple
subjects. This helps recipients manage the messages they receive by subject.
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Compose a SMART subject line – Specific, Meaningful, Appropriate, Relevant & Thoughtful.
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Use short meaningful descriptions in the subject line.
Usual header
Header to create interest
Meeting
CANCELLED – Staff meeting this Monday
Agenda
Agenda for team away-day 1 April
Invoice
Please authorise – Invoice 111 (attached)
Enquiry
Help needed – do you have a flipchart for meeting 1 April?
Update
Simplified procedure for expenses
Training Programme
2013 Training Programme – ready for distribution
Payment confirmation
Payment confirmation – Order 111
Opportunity
Invitation – would you present at our annual service conference?
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Make sure you have stipulated what you need or want (ACTION) as a result of your message.
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Make sure you use a greeting in your emails – Hello, Hi & Dear are all appropriate. It is
courteous & it’s confirmation to the reader that the message is for them & not just a copy.
The salutation is very much dependent on your relationship between you & the recipient. If
you normally address a person as Mr/Professor then that’s how you should address them in
email. Put the informality bit with this saying if you’ve spoken to them before….
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If you have spoken to them before, informality is ok in emails. Replace ‘dear’ with ‘hi’ or
even just their first name ie, ‘Jane’. Replace ‘yours sincerely’ with ‘best wishes’ or some
other informal closing.
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Messages should be concise & to the point. Make your point & stop!
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Use short paragraphs with breaks in between. White space makes long text easier to read.
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Use paragraphs, bullets, headers, etc to make your message easy to read & remember.
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Keep your message to no more than one screen-full. Any longer consider sending a brief
cover message & attach a file.
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Never type your messages in CAPITALS (the equivalent of shouting). Asterisks are usually
used to add *emphasis* to a word.
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Don’t put URGENT, URGENT, URGENT. People will start to ignore you.
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Use plain text for your messages. Some email programmes are unable to handle formatted
messages – different fonts, sizes, colours, tab etc.
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Avoid txt speak.
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Write as if you are having a conversation with the person.
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When sending a URL in the body of a message, type it on its own line like:
http://www.ed.ac.uk/it
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Most email client programmes can recognise the URL & will automatically render the text as
an active link in the body of your message.
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To avoid misinterpretation of dates, include spelled out months when listing dates – 30 May
or May 30.
Avoid overuse of acronyms in your emails.
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Consider using sub-header titles when more than 3 paragraphs.
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Try to keep each paragraph to 1 thought, even if it turns out to be a fragmented sentence.
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Ensure that your message is free of spelling & grammar errors before pressing the ‘send’
button. Read before sending!
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Remember to use capital letters at the beginning of sentences & for proper nouns, place
names & days of the week.
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The usual rules of English apply:
o Sentences should contain a single point.
o Paragraphs contain sentences that contribute towards a single thought.
o An email document should never be so long that it contains unrelated ideas.
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Don’t overuse exclamation marks!!!
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When making a statement you are not sure about, follow it with !?
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Don’t email something you wouldn’t say to the recipient’s face
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Don’t criticise other people harshly, assume that the email will be forwarded to them & will
be read by them.
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Don’t assume the sex of the recipient because of the initial & surname. The nature of many
email addresses it is often impossible to tell the gender of a person from an email address
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Don’t send emails when you are heated about an issue. Never send a quick response to
some issue. Write the email, leave out the recipient name & save. Check over later or get
someone else to read it. Think before you send!
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Use a new email rather than an old one when it’s a new subject.
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Always include your name at the bottom of your message. Include your signature with
contact details. Keep signature to 6 lines maximum – 70 characters each.
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Be careful with file attachments that you send along with your email. Large files can
completely fill the recipient’s mailbox making it impossible for them to receive any more
messages. Seek permission from your recipients before sending large mail (>5Mb). Upload
the file to a file manager or compress the files.