Write carefully. Once you send an email message, you cannot take it back or make it disappear.
- You represent Panola College; therefore, all written communication should reflect an expectation of professionalism.
- Use principles of good writing and pay attention to spelling, grammar, punctuation, and word usage.
- Format and design your message for clarity.
- Avoid using emoticons, graphic background or wallpaper in business emails.
- Use high-priority flags only when necessary.
- Emails are not essays. If the text is long, consider an attachment.
- Use abbreviations sparingly.
- Common courtesy is always welcomed and appreciated in written communication and helps to promote two-way communication.
- Avoid offensive or slang language of any kind.
- Be mindful that email is not private. (Emails can be easily forwarded and/or Bcc’d to others.)
- Be patient while waiting for a response.
- Send messages only to those who need to read them. Be careful how you use Bcc because it can cause unexpected complications.
- Use standard email format.
- Use reply to all only when necessary.
- Include meaningful subject lines.
- Begin message with a salutation.
- Use clear and informative signature files, and include your e-mail address, phone number and address when necessary.
- Use the inverted pyramid form of writing. Your most important statements should appear in the first paragraph. Follow up with supporting details.
- Keep paragraphs short for easy reading.
- Use the spell check or consult grammar and style manuals.
- Re-read your message one last time before you send it.
- When forwarding email (if you must), remove headers from previous mailings -- including the email addresses -- if any.
- Use “Request Delivery” and “Read Receipt” sparingly. Consider asking for a response from your reader within your email message.
- Be careful how you use Bcc because it can cause unexpected complications.
- It is best not to forward a message or attachment without the author’s permission. Asking for permission to forward a message or attachment demonstrates your integrity in personal and business communications.
- Never respond in the heat of the moment.