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VA Healthcare Network Upstate New York - VISN 2
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E-Mail Etiquette
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In the U.S. the number of e-mail messages sent each day has recently surpassed the number of letters handled by the Postal Service. Worldwide there are now one billion e-mail addresses. Make no mistake about it, e-mail is here to stay.
Here are some tips to consider when you're composing messages.
- Be considerate with length. Bear in mind that computer screens are harder to read than words on paper.
- Breaking up text using short lines and paragraphs and spaces is helpful in keeping your message readable. Using bullet lists and indentation helps make your points stand out clearly.
- Indicate the specific topic of your message in the Subject field. Clear subject headings make everyone's lives easier, helping with prioritizing, filing, cataloging, cross-referencing, and retrieval. If a new topic is introduced, start a separate message with a new subject heading.
- Keep in mind that writing styles may cause some messages to come across as sounding abrupt or antagonistic though that is not the intention of the sender.
- Be cautious when using sarcasm and humor. Without facial expressions and tone of voice, they do not translate easily through e-mail.
- Writing in all uppercase letters tends to convey anger or shouting.
- Don't rush writing or sending your messages. To organize your thoughts you might want to draft a particularly important message. Many e-mail programs offer a Drafts folder which lets you save the message to review before sending.
- Electronic mail might not be as private as you wish — think of it as public and permanent. Never send anything you would not want to see in tomorrow's newspaper!
- Do not send abusive, harassing or threatening messages. Remember that all laws governing copyright, defamation, discrimination and other forms of written communication also apply to e-mail.
- Although electronic mail promises "instant" delivery, it does not guarantee an instant response! If you are uncertain of a recipient's electronic mail habits or are not getting any response to your messages, then dial direct. A phone call may be quicker and more effective.
- Above all, remember electronic mail cannot replace personal contact. Direct person-to-person contact is best for handling sensitive, difficult, complex, or emotional issues.
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| Reviewed/Updated Date:
February 7, 2007
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