Email Etiquette

Efficient and effective use of email is crucial to many University activities.  Please observe the following recommendations when using University email services;

1. Make sure your email messages are concise and limited to relevant individuals. Communications via email should not burden the receiver inappropriately or unnecessarily; brevity is as much courtesy as it is efficient.
2. Use the University's recommended signature and disclaimer on all emails.
3. Ensure that all email sent complies with the SPAM Act 2003
4. Use a meaningful subject to ensure the recipient will know what the email is about.
5. Layout message for readability and don't use very long sentences.  Use spaces and breaks between paragraphs.
6. Take care with sarcasm and humour so that you are not misinterpreted.  Email lacks the cues of body language and intonation which are present in verbal communication.
7. Take time to consider and re-read your message before sending it.   Do not reply in the "heat of the moment" as a message cannot be recalled!
8. Use bold and italics sparingly as the mail may end up being read on a system which cannot display them.  Upper case letters are generally viewed as shouting - use them only for emphasis.
9. When sending attached files such as spreadsheets or word-processed documents, use a version which is likely to be supported by the recipient.
10. When "replying to all" review the list of addressees and only include those who need to receive your reply.
11. Keep the "thread" when replying to an email use the reply option to preserve the "thread" of the discussion.
12. Use acronyms, abbreviations and emoticons sparingly.  These are acceptable as long as the recipient can reasonably be expected to know what they mean.
13. Answer all questions to avoid the need for subsequent emails.
14. Carefully check the addressee before sending.