Email Etiquette
The ICT Standard for the Use of Electronic Mail (PDF) outlines your responsibilities when using your USQ Mailbox. Good email etiquette improves not only the look of your message, but ensures that your message will be understood as you intended. As a general rule, netiquette involves the same principles as general etiquette - basic courtesy, respect and ethics.
Message Formatting
When formatting email messages please adhere to the following principles:
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do not include any fancy backgrounds or large pictures as not every recipient will want to or be able to view them. These additions also significantly increase the size of the email file. Signature details should not include large images. Consider supplying a URL to your image instead;
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avoid the use of fancy fonts, and coloured text as this makes messages difficult to read;
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do not type your message in ALL CAPITALS as this makes it look like you are shouting at the recipient;
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begin each message with an appropriate greeting;
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finish each message with an appropriate salutation and then your signature details;
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keep your signature details short and the formatting to a minimum. Consider having a signature for messages sent to USQ staff and another for messages sent outside of USQ; and
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check your message before sending to ensure the spelling and grammar are correct as it improves the professionalism of your message.
Message Content
When drafting email messages please adhere to the following principles:
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always include a short, concise subject line;
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keep to one subject per email;
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if expressing a personal opinion, state it clearly as such and remember if the email gets into unintended hands, it may be reported as coming from USQ (as policy or fact) rather than a personal opinion or viewpoint; and
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read your message before sending it to ensure it will be understood by the recipient. A good rule of thumb is to have your supervisor or co-worker read your email to check the message is clear. This is essential for messages sent to a large number of recipients.
Message Forwarding
Please be aware that forwarding other people's emails can be a major source of conflict. If in doubt, ask for permission first. If acknowledging other people's words in your email, keep the words and meaning exactly as the author intended. If you must forward a message that has been forwarded many times, remove any formatting marks eg > and make sure you delete any blocks of email addresses as this will stop email addresses being sent unsolicited emails.
References
For further information on email etiquette please refer to: