How To: Send A Proper E-mail

As we are no longer in the age of the tedious and time consuming "snail mail", the age of informal messaging has arrived via the power of the Internet. Don't be fooled; although the nature of e-mailing is quick and informal, there are a set of dos and don'ts to follow when sending electronic mail. Not to worry, here is a simple guide on how to properly send e-mails and a brief introduction to the wonderful world of Netiquette.

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Double check
Pressing "Send" can be dangerous if you don't reread the message first. You know how spoken words can't be taken back? Well e-mail can cause the same potential damage.

Reread your e-mail before sending it to ensure that you don't sound sarcastic or rude. You may think you "sound" innocent, but remember the person reading the message can neither hear your voice nor see your friendly facial expressions.

Lighten up
When in doubt, try to lighten up the message by adding a smiley face, which can be made by using the colon, dash, and the right side of a parenthesis. Observe :-)

Another way to lighten up what may sound angry or sarcastic is to write the letters "LOL" (acronym for Laughing Out Loud) or something to indicate that you are joking, such as "Hehehe".

Other acronyms
BTW = By the Way
FYI = For Your Information
W/B = Write Back
RE's = Regards

Acronyms should be used in moderation. Be careful not to sound flirtatious either since e-mails that seem innocent can come across as flirting. Using the "wink face" ;-) can easily be taken in the wrong context.

Keep it short and sweet
Some people get bombarded with hundreds of e-mails a day and don't have time to read through every one. Keep your message brief. If you want to let someone know that you received their e-mail, a whole message is not necesary. Simply reply by saying something like "Got your e-mail, thanks".

Use the subject heading
Along the same lines, make your subject heading clear and descriptive; that's what they're there for. "Hello" or "Message from John" does not cut it and will not help the recipient sort out their e-mail by priority. Subject headings such as "Information About Meeting" and "Advice On Problem" are more clear and precise. Start every word of your subject with a capital; it makes the subject stand out more.

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Avoid CAPS
It's hard to believe the amount of arguments I have gotten into by coming off mad or sarcastic in an e-mail. Writing whole words out in capital letters comes across as SHOUTING, as does using exclamation points!!! Use these sparingly and in the proper context.

Don't get personal
Assume that what you write may be read by others and can easily be forwarded to others, even accidentally. Be careful where you are writing the e-mail, since some employers have access to your e-mail.

Don't be the joker
Know whom you are forwarding your jokes to. Never send a joke to everyone on your address book, as some jokes will not be appreciated by some recipients and may seem inappropriate to others. Sending a dirty joke or a chain letter to your professor or boss is a no-no (unless of course they request them).

Be selective when forwarding e-mail; receiving tons of forwards per day can get downright annoying when one's inbox is always full, especially if the e-mail is not funny. Change the subject heading from "Fw:" to something more specific like "Forwarded Joke". Remember not to send dirty jokes or forwards to your friends at work; it can get them into a heap of trouble since some businesses screen and filter employee e-mails.

Next week: How to quickly get the daily news everyday.