Guidelines for Responsible Email Use
The following characteristics of email make it an extremely useful tool:
- Messages can be forwarded or replied to easily and quickly.
- Electronic mail has the potential for reaching a wide audience.
These features can also easily be misused. For example, once you send an email message:
- It may be forwarded, re-forwarded, printed, or permanently stored by any recipient.
email does not convey the subtleties of body language, voice intonation, or other cues with which we express meaning.If a message makes you angry or upset, allow time to pass before responding.
- Avoid attempts at irony or sarcasm.
- The most effective email is short, clear, and relevant.
- You may better understand the sender's meaning.
- Your reply will be more moderate when your anger has subsided.
Sometimes email is incorrectly addressed. If you receive a message intended for someone else:
- Return it and let the sender know it was sent incorrectly.
Most email systems allow responses to be sent to all recipients of a message. Consider whether this is appropriate before using this feature. It may be better to reply to only the sender.
- Avoid indiscriminate forwarding of messages.
- If you have doubts about forwarding a message, ask permission from the sender first.
Information useful to one person may be unnecessary to another.
- Consider your distribution list carefully.
- Avoid unnecessary proliferation of messages.
Email messages are files, and take up computer space, just like any other data.
- Check your mailbox periodically.
- Delete saved mail which is no longer needed.
Just remember: The proper use of electronic mail comes down to common sense and good citizenship!