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Date: Fri, 31 May 2002 12:22:23 +0800
Subject: A useful guide on email writing
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From: jaybee
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Dear Friends,
Here is an article on email etiquette which I read
from the Computimes of National Straits Times. This article
is written by Maria O'Donnel.
Our gratifications are due to them.
Regards
JayBee
--------------------Forwarded------------
Lepak's Guide To Email Etiquette
If email is new to you, it's easy to offend someone by breaking the
*understood* rules of polite behaviour appropriate in this environment.
Rules governing polite virtual conduct are usually referred to as
Netiquette (a portmanteau from interNET and ETIQUETTE)
After reading this page, you can click on the images below for for more
information.
Golden Rules
DON'T SHOUT I'M NOT DEAF! It's ok to emphasise a word or line in capitals
but use the CAPS lock button sparingly.
You are using a computer, not talking to one. You're talking to a real live
person with feelings so don't write notes as though you are addressing
Captain Kirk's computer. "Hey! Give me all you have on Kartufian
Carswizzles and hurry we only have five seconds until impact!" works great
talking to a machine but you'll only annoy the busy person at the other end
of the chain. Be nice. Say hello at the start of your message and goodbye
at the end.
Be as sensitive as a lotus blossom when writing and as tough as bamboo when
reading. Good simile isn't it? :-) Remember that the person you email may
not share your values, cultural background or opinions. Your clever joke
about topless barmaids may be very offensive to your new cyberpal just as
their fond hopes that you are blessed by their favourite deity may be
anathema to you. Be cautious. Don't take offence lightly and be quick to
apologise for any *dismay* caused by your email. Grovelling costs nothing
and keeps relations sweet.
Don't drivel. Avoid sending someone huge email messages because, like
Voltaire, you haven't time to make your message shorter. Huge email
messages are slow to download, difficult to read and usually boring. So
keep it brief.
Never email an advert to someone unless you are good friends. Sending
adverts over the email is obnoxious as the recipient pays for the delivery.
Breaking this rule may result in having your account closed. A *short*
signature file with a message is the acceptable way of letting people know
your latest venture/product. If you want to advertise a product or site to
a cricle beyond your usual email circle, click on the Corporate Web Site
Design book cover below to find the proper way to go about it.
This one goes with the last rule. Before sending a message with jokes etc
ask yourself if the recipient will be pleased to receive it. Do they really
look forward to your 50 reasons why men are dumber than women jokes? Do
they love to wait ten minutes just to see the latest cartoon that caught
your fancy? Whenever possible, send a compressed file or a URL. Don't waste
bandwidth or your friends time and money!
Another variation on the bandwidth rule: never forward a message unless you
know it to be true! Forwarding someone an email about a new computer virus
that will eat their computer may seem the height of altruism. But when
you've received the fortieth false virus email message, chain letter or
petition yourself (and they're always HUGE) you'll see why forwarding this
stuff is just a waste of everyone's time.
Mr, Mrs, Miss...?
When strangers send me email I am sometimes in a bit of a quandary when it
comes to writing back because I don't know enough about them. When someone
signs an email Wee Kok Ming, I used to wonder if it is a man or a woman and
if I should write Mr Wee, Miss Wee, Ms Wee, Madam Ming, Seண்ora Wee, Mr Kok,
Ms Ming.... the possibilities are endless. My strategy now avoids all
courtesy titles as I write back "Dear..." plus the whole name they have
signed. When it is someone signing themselves "Ultimate Warrior" the
results can look strange, but it's the best I've come up with. My husband
avoids addressing issues by writing back with the greeting "Hello!".
Writing to strangers I have until now just signed both my names and hoped
the recipient isn't sitting there wondering how to write back to me. When
you don't have a professional title, good manners forbid you to sign an
email with a prefix such as Ms, Miss, Madam, Puan, Mr or Encik. Still, as
email becomes more and more common we should discover a way to indicate sex
and maintain good style at the same time.
Email etiquette guides are blank on this so I suggest we start using the
symbols and where the Venus symbol with the cross represents the female
and the pointed Mars symbol represents the male. It would be a discreet way
of indicating sex and then we can use the informal or choose the innocuous
Mr or Ms. What do you think?
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