TechCenter

Basic E-mail Netiquette

By Kevin Lewis

This month I will address some basic courtesies in e-mail. These rules come from my observation and use of e-mail for many years. By following them, you can make the Internet experience for you and those with whom you interact much more pleasurable. I also have to admit that this is a list of my pet peeves.

Watch Your Content
Be careful what you put in an e-mail message. It is easy to be much harsher in a message than you would be in person. The "distance" involved in communicating electronically makes it easier to say or imply things that you would never do if the person were standing in front of you. It is important to show the same level of respect for people in your e-mail messages as you would if you were speaking to them face to face. Also, if someone has attacked you, it is not necessary to retaliate.

Be Careful with Humor
Paying attention to your content also involves being mindful when adding humor or sarcasm to a message. The voice inflections and body language of personal communications are lost in e-mail, so it is easy for remarks that you intend to be funny to be misinterpreted. If you want to make a sarcastic or humorous point, I suggest using the appropriate "emoticon" [icons such as :-) (smile) and ;-) (wink)].

Beware of Forwarding
The forward function in the e-mail program can be dangerous if you have sent something that was insulting or intended only for certain people. I would bet that every one of you knows of at least one case in which you have received a personal message that was accidentally addressed to "All Staff." It is very likely in a corporate environment that your boss could wind up with a copy of a personal message. I have seen people get in trouble and even fired for what they have written or attached in e-mails.

Be Brief
It is essential to be brief and to the point. You should remember that the longer you make your message, the less likely people will be to read it.

Use Descriptive Subject Headings
The message's subject line enables recipients to decide whether or not to read your mail. Tell them what the message is about before they read it. Keep your subjects short, but make sure they are descriptive. I hate receiving mail with no a subject or mail from a colleague with the subject "Our Discussion."

Avoid Long Signatures
An electronic signature's main purpose is to help people locate you, not to tell your life story. A signature that is longer than the message itself is considered as in poor taste. Every signature should include at least your return address. I believe in a four-line rule, which is more than sufficient space to provide contact information.

These few suggestions are easy to remember and can save you some time and aggravation. See the accompanying box for more detailed netiquette suggestions for all forms of electronic communication. You also will find links to emoticon lists for those of you out there who cannot do without the sarcasm and humor.

For more information, please contact NYSSCPA Chief Technology Officer Kevin Lewis at (212) 719-8340, (800) 633-6320, or klewis@nysscpa.org.