Before You Hit Send: 10 Rules to Help Keep You Out of E-mail Trouble
July 22, 2008
William F. "Bill" Hamilton- Tampa
While everyone knows that e-mail shouldn't be used to share potentially embarrassing information and personal stories, the hazards of using e-mail extend beyond this relatively obvious caution. Judicious use of e-mail also applies to routine business email. Holland & Knight partner Bill Hamilton, a member of the firm's Technology Committee and co-chair of the electronic discovery practice, offers ten tips that you should practice when writing email.
1. Follow the Golden Rule
Assume that your e-mail will be printed on the front page of the New York Times. If you would be embarrassed or concerned, don't send it.
2. Don't e-mail if you can telephone or meet in person
E-mail is not a replacement for personal conversation. Comments and suggestions can be said in a conversation that suddenly and surprisingly become misinterpreted, embarrassing or harmful in an e-mail.
3. Never ever send e-mail when you are angry or tired
Fatigue will cause you to lose patience and send something you will later regret. Never send an e-mail when tired or angry.
4. Never joke in e-mails
What you are sending may seem hysterical to you, but don’t do it. You never really know the mood of the person receiving the e-mail.
5. Take your time in writing e-mails
The more quickly you send out an e-mail, the more likely it will miss the mark. Communication is an art.
6. Don't gossip in e-mail
Don't use e-mail to gossip about friends or colleagues. More often than not, some “well-meaning friend” will thoughtlessly forward it to someone you would not have wanted to see it, or worse, to the person you are gossiping about.
7. Be gentle
The old adage "sticks and stones may break my bones, but names will never hurt me" does not apply to e-mail. Keep a business tone in your e-mails. Praise others publicly, but criticize privately and in-person.
8. Don't copy everyone
Keep your distribution groups small. Send e-mails on a need-to- know basis. Don't hit "reply to all" without thinking.
9. Edit e-mails yourself or ask a colleague to look over important e-mails
E-mail is a form of written communication. Writing has rules, they work, use them. Stick with proper grammar.
10. Don't assume that Spell Check will catch every error
Use Spell Check, but don't rely on it. Carefully read all emails before hitting the Send button.