Spelling + Grammar = Email Etiquette

Here's a little free advice: Before you send out an email, check your spelling and grammar!

I've actually received emails in the past few months where the author misused the words "to, too, and two." This is violating a pretty basic rule of grammar. However, some people get two casual.

Oops! I meant to do that. Seriously though, the person who sent that email to me was actually college educated. So I'm hoping against hope that he or she didn't mean to do that. This is why you have to re-read your emails.

Also, when you are using a text-based email editor, such as a blackberry or online email editor, please follow basic rules of creating a readable document. This includes creating paragraph breaks after 3 or 4 sentences, putting bullets next to several points you are trying to make, and including a subject in the subject line.

I keep getting emails that are pages long of no paragraph breaks and monotone font style. Now, I may be uptight about utilizing a visual hierarchy myself, but I'm a designer. So nothing will ever be 'good enough' unless it's perfect (in my fantasy world). But as soon as I took a look at that email my brain blanked out.

If you use a text based email editor or a blackberry, forward a message that you would usually send to someone else to yourself so you can see what the other person is reading.

Also, you need to use proper capitalization throughout your communication and marketing materials. I say "proper" because the style of your business could make "proper" capitalization mean that everything is in lowercase. However, people can't read long areas of text without any capitalization very easily.

All of your emails and marketing materials should remain consistent. I find it extremely annoying when someone sends me what looks like a text message from their blackberry but it is really an email. I have to translate what I think they are trying to say. Then something that is supposed to improve communication ends up making it worse. If you can't figure out how to write a correct sentence using a blackberry, don't use one.

I'm not going to spout off any exact rules of grammar in this post, I don't know them well enough to tell you what they are. I'm hoping though, that by just getting people to re-read their emails it will help cut back on some of the things that should be obvious.

Also, as a tribute to someone I frequently email back and forth with, I am listing a great overview of simple email etiquette rules found on this website: emailreplies.com

I'm only listing a few of my favorites, but please feel free to read the rest on that website. It's the best that I've found so far.

2. Answer all questions, and pre-empt further questions
3. Use proper spelling, grammar & punctuation
7. Do not attach unnecessary files
8. Use proper structure & layout
9. Do not overuse the high priority option
13. Read the email before you send it
14. Do not overuse Reply to All
15. Mailings > use the bcc: field or do a mail merge
19. Do not forward chain letters
20. Do not request delivery and read receipts
24. Use a meaningful subject
26. Avoid using URGENT and IMPORTANT
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
29. Don't forward virus hoaxes and chain letters
32. Use cc: field sparingly

I would like to say that there are some funny or cute emails going around that I like to get, especially from my hilarious Uncle Rick. But most of them just give me the pleasure of pressing delete, especially after reading how I'm going to burn in hell if I don't forward it to 10 more people. Hell must have been a lonely place before the internet sprung up!

I haven't received any chain emails from people in my professional life, but I do still think it's rude to send anything pertaining to your religious, political or racist views. You should know that what you are sending might not reach a person that agrees with you and it is offensive. Just don't do it.

Got anything else to add? Put it in a comment!