Avoid being confusing, unprofessional, or even insulting by following the advice of Peggy Duncan, author of Conquer E-Mail Overload With Better Habits, Etiquette, and Outlook.
- When Do I use the CC line? To help separate the people who need to respond from those recipients you want to just inform.
- What should go in the subject line? Be as specific as possible. If you’re telling someone that a scheduled time has changed, write “Today’s meeting is now at 2 p.m.” in the subject line.
- Is it okay to use emoticons? Smiley faces aren’t appropriate. If you wouldn’t put it on company letterhead, don’t do it in email.
- When do you hit reply all? Almost never. To avoid junking up other people’s inboxes, reply only to those who need the answer.
- When do I send a follow-up email? Allow 24 to 48 hours for a response. But don’t be shy about calling someone–especially if it’s urgent.
