Email Etiquette

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When replying to emails always respond promptly and edit out unnecessary information from the post you are responding to.

• Responding promptly is the courteous thing to do. Don't let folks wonder if you received the email or are ever going to respond to their communications. Think about how quickly you would return a phone call or voice mail. Email is no different especially considering most onliners have expectations of a faster response since email is received so quickly. Outside of any emergencies such as surgery or lack of connectivity, always respond as soon as you can. If you need more time, longer than 48 hours, to gather your thoughts, simply pop off an email stating you are planning on responding in more detail and when.

• Don't just hit the reply button and start typing (known as top posting). Edit out unimportant parts of the email you are responding to and respond point by point. Yes, there may be times where keeping in the entire previous email is important, especially if you are adding folks to the conversation via CC. But that is truly the rare occasion. Here again just use your common sense!

  Editing your email is accomplished by deleting information from the previous mail that is not necessary to continuing the conversation. At the very least edit out email headers and signature files. Lazy is hitting reply and sending a one word answer. Doing so makes the other side wonder which part of the email you are responding to. Aren't your associates or friends worth taking the time to make communicating with you an easy experience?

  In particular, when email conversations on the same topic are ongoing, down editing when you reply is invaluable in instilling clarity in your communications. Why would you possibly want to have copies of the last 3-4 (or more) emails added to the growing list of back and forth? You make the person you are communicating with look for your response amongst all the text where it may not be clear where their comments end and yours begin. With that in mind, be sure to hit the enter key twice before typing your reply after the previous email's contents. Doing so will ensure that your comments are directly after the content you are replying to. The recipient will then know exactly what part of their email your comments were directed at and helps to avoid misunderstandings.

  By not editing your email, your lack of understanding in regard to smooth communications, bandwidth and trying to keep the online environment not overloaded with unnecessary noise will be apparent. Always edit or delete what is not necessary for the conversation to continue. This is a skill well worth developing that over time can add tremendous clarity to your communications.

As a courtesy to your fellow Netizens, please respond promptly and down edit your posts keeping only what will contribute to the ongoing conversation.