COMMUNICATION
RESPONDING TO EMAILS
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Emojis
When you want to signal that you received the email if there is no specific follow-up needed. Be mindful that actions, like thumbs up, mean different things amongst various cultures and could be offensive.
Reply
When there is a specific recipient that you need to reply to, even if the email was sent to a group of people. When in doubt, use reply.
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When your response will impact at least 50% of the people in the email thread. When others on the email thread will be confused if they don’t see your response, or you think others in the email thread might have the same question you are asking. Ask yourself: Does more than one person need to know the email was responded to? When the sender specifically solicits feedback from everyone in the email thread.
If these don’t apply... use Reply!
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When you want to send an email to new recipients, copying them on the information that was sent to you. Make sure to include attachments originally sent for accurate information sharing. Email Attachments Make sure all email attachments have detailed and specific document names so that they are easy to search for within your inbox. Describe all email attachments within the body of the email. This allows for the recipient to know what they are receiving before they open it and helps them understand the purpose of the attachments. Attachment Name Good Example: “Report of CS101 attendees 1.1.2025” Bad Example: “Report” Bonus Tip: When you write in your email that something is attached, it typically prompts Microsoft Outlook to have a pop-up show if you go to send the email without the attachment included.
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