Many companies send email replies late or not at all, or send replies that do not actually answer the questions you asked. By educating employees as to what can and cannot be said in an email, one can protect their company from awkward liability issues.

A company needs to implement etiquette rules for the following reasons:

• Professionalism: By using proper email language a company will convey a professional image.
• Protection from liability: employee awareness of email risks will protect your company from costly law suits.
• Efficiency: emails that get to the point are much more effective than poorly worded emails.

Some of the email etiquette tips:

• Answer all questions
• Be concise and to the point
• Use proper spelling, grammar & punctuation
• Use templates for frequently used responses
• Do not attach unnecessary files
• Use proper structure & layout
• Do not write in CAPITALS
• Don’t leave out the message thread
• Add disclaimers to your emails
• Read the email before you send it
• Do not overuse Reply to All
• Take care with rich text and HTML messages
• Do not forward chain letters
• Do not request delivery and read receipts
• Use a meaningful subject
• Do not copy a message or attachment without permission
• Do not use email to discuss confidential information
• Avoid long sentences
• Avoid using URGENT and IMPORTANT
• Don’t reply to spam
• Use cc: field sparingly