COMMUNICATION EMAIL ETIQUETTE AND EXPECTATIONS
Do Not “Copy Up” Do not copy the recipient’s supervisor unless asked by the supervisor or the employee. Copying up gives the impression that you are trying to coerce something from or tattle on the employee. Copying up does not help you maintain positive relationships. Reply-All Only When Necessary Reply-all is intended for only a few purposes, and should be used sparingly. When used incorrectly or if over-used, wastes the time of other employees. See page 21 for details. Use Bcc & Cc Appropriately Bcc stands for blind carbon copy, meaning when recipients are in this grouping they can only see the sender and others who are carbon copied “cc’d,” they cannot see anyone else who is “bcc’d.” See page 20 for details. Don’t Hesitate to Write and Wait Pause, collect your thoughts, and reflect on whether email is the best medium to use if the topic is controversial or complicated. Confrontational statements or negative feedback necessitates a conversation. Don’t send emotional emails. Describe Any Email Attachments When including an email attachment, use descriptive words in the email to make it easily understandable and searchable. See page 21 for details. Update Email Threads If the email thread changes subjects, a new email thread should be started. Don’t forward email threads unless appropriate. Decide on Appropriate Email Formats Check with your supervisor and others on what they feel is acceptable in emails, (ex. emojis as a form or response, one word emails, etc.) Use Your Out of Office Message Always set up an out of office message when you are away from your email during the work week. See page 26 for details.
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