Email etiquette so you're not THAT person...

You know who I'm talking about. That person that doesn't seem to notice they left the caps locked. Or the one that writes a 2,000 word essay in response to a simple question. What about the one that replies "Thank you" to all 200 people in the distribution list even though it was intended for one? Email etiquette is a basic requirement of conducting business, and in order to be successful, one must be able to master it and use it effectively. Here is an overview of email etiquette and how to use it, so you're not THAT person.

What is it?

• Email etiquette refers to best practices or behaviors one should use when writing or answering an email message.

When do I use it?

• Use whenever you are initiating or exchanging email with direct reports, peers, members of leadership and external parties, such as clients or vendors.

How do I use it?

• Be concise. Longer messages are difficult to read, and most people will put them aside. If you must explain a situation, try to use bullets and keep it under five sentences.

• Avoid sarcasm, slang, or too much humor. It can come across as rude or abrupt because the recipient can't gauge your body language.

• Use a descriptive subject line that's no more than four to five words. Avoid important and urgent.

• Don't send an email when emotional or angry. Sit on it for 24 hours.

• Avoid emoticons or text-ese. This should be reserved for personal email.

• Remember, email is not private. Don't put anything in email that you wouldn't want "the whole world to know about."

• Think twice before hitting “Reply All”. Ask yourself, "Do all these other people really need to hear my reply?" If not, reply only to the original writer.

• Don't send a thank you email in reply to a thank you email. How does thanking someone for a thank you, make sense?

• Proofread, proofread, and proofread. Check for spelling, typos and word usage.

• Respond within 24 hours. If you require more time, let the sender know you're reviewing the email and when you'll get back to that person.

• Never use all caps or all lowercase.

• Start with hi, hello, good afternoon or good morning. Avoid dear; it's too formal.

• The proper closing would be thanks or regards. Sign your full name when emailing clients; your first name is fine with colleagues. After multiple email exchanges initials are fine.

• The ideal font is Arial.

• The ideal font size is 12.