E-mail etiquette.

When I teach seminars and workshops on writing, people often ask questions about e-mail etiquette. Here are ten tips that I typically share.

1. Be concise and to the point. If not, you waste the time of others and run the risk that they won't take time to read your message When possible, give the answer in the subject line and provide any additional information in the text. Make the subject line communicate meaningfully since many people look at it to deter mine whether to open a message.

2. Answer e-mails swiftly and as completely as necessary A quick response shows people they are important to you. A complete response cuts down on the need for further e-mails on the subject.

3. Use proper spelling, grammar, and punctuation You may insult readers by sending messages with errors. Besides, your e-mail may be forwarded to others. Run spelling and grammar checks on everything you write.

4. Generally include the message thread or related messages in a response. This practice allows readers to see easily what generated the response and allows them to refer to earlier messages, if necessary.

5. Don't overuse abbreviations unless you are sure readers will understand their meanings. Also, don't routinely use Reply to All, Urgent, Important, or Read Receipts. Use them only when necessary. Avoid emoticons, a string of characters intended to represent human facial expression, in business communication They are generally inappropriate and may slow down message transmission.

6. Use the Bcc (blind carbon copy) feature rather than the Cc (carbon copy) feature unless it's important for others to see who received the message. When you send an e-mail to multiple addresses without hiding them, you contribute to spam, especially if your mail is forwarded by others. Because e-mails often are forwarded, you also transmit email addresses of your associates to dozens (or even hundreds) of people who may have no need to know those addresses.

7. If in doubt, don't forward or copy messages others have sent to you without asking their per mission. It's better to ask; furthermore, seeking permission communicates respect for the persons you ask. And never send or forward libelous, defamatory, or offensive e-mails.

8. Don't answer or send important e-mails when you are tired, angry, or in a hurry. If you do write them during these times, don't send them then. Consider composing these and other important messages in Word or Notepad or in some other format where you won't mistakenly send them. It's also a good practice not to put any addresses on e-mail messages until you are certain they are ready to send.

9. Ensure that any attachments are in a form that can be easily opened. And make certain that you attach the right documents. Mistakenly attaching the wrong document may, at best, be embarrassing and, at worst, may be harmful. 10. Double-check recipients' addresses. Make certain you have them right.

Finally, remember: The purpose of e-mail is effective communication. These ten tips should help.

Dr. John A. Kline is a writer and speaker living in Troy, Alabama, He is director of the Troy University Institute for Leadership Development and a regular presenter at ASMC National Professional Development Institutes. Visit his Web site at www.klinespeak.com.