Emails have come to play a very important role in modern life. Let’s make the world a little more pleasant for everyone by using the right email etiquette. Here are some tips:

Do not forward an email without permission.

Forwarding an email that was only intended for you is a breach of trust. Get permission or don’t.

If you are unable to fully respond to an email in a timely manner, please send an acknowledgment receipt.

People feel ignored. When you don’t have time to respond to an email, send a standard response, such as: “Thanks for your email. I can’t respond right now, but I’ll get back to you soon. I appreciate your patience.”

Don’t have the recipient search a long chain of messages for a needle in a haystack.

Don’t write, “Yeah, let’s go with option 6,” and have the reader look through 10 pages of previous emails to find out what option 6 is. Be nice. It’s easier for you to copy and paste relevant material into your current message.

DO NOT USE ALL CAPITAL LETTERS.

Capital letters SHOUT. Nobody likes being shouted at.

Do not mark it as “URGENT”. unless really it is urgent.

Fight the urge to be like the little boy who always yelled “Wolf!” just to get attention. Remember, when a wolf actually came to eat him, everyone ignored his screams.

Don’t clutter inboxes unnecessarily.

Is your email necessary, important or useful? If not, please don’t send it. That includes unnecessary responses, like “Okay, thanks” or “Take it easy.”

Don’t copy the wrong people.

Let’s say you have to email a co-worker about a mistake you’ve made. If you “Cc” the president of your company, that associate will be embarrassed, at best. At worst, he’ll assume you’re trying to undermine him and he’ll stay up at night planning your destruction.

Customize for clarity.

Vague emails that unnecessarily tax other people’s time are not polite. The following email is an example:

A:Jill Nye; Bill Todd; Jane Smith

Theme: The report is due today.

The monthly report is due today at 5 pm. Please review the attached draft. We need to verify that the earnings figures are correct, finish the graph on page four, and review the entire report.

Do you see what is wrong? The email doesn’t specify who is supposed to do what. The one below solves this by fixing everything….

A:Jill Nye; Bill Todd; Jane Smith

Theme: The report is due today.

The monthly report is due today at 5 pm Please review the attached draft.

Jill: Check that the earnings figures are correct.

Bill: Finish the chart on page four.

Jane: Please review the entire report.