Every business that uses e-mail as the main communication tool should put together an e-mail etiquette guide outlining proper use and company expectations. Many of us often forget that there is indeed a person on the other end of an e-mail and this leads to misuse. Some people may not even be aware of the fact that they are misusing e-mail. For example, some people do not sign their name at the end of a message. However, if it were a handwritten letter, a name would likely be included. So having a guide in place can at least alert people to certain issues.

In any case, here are a few of the common mistakes people often make when communicating via e-mail.

• Requiring receipts for all messages. In some instances it is acceptable to request a read receipt to ensure that an important message is received and acknowledged. However, it is not necessary to request a read receipt for every e-mail you send.

• Not adding additional information to messages you forward. If you are going to forward a message to someone, add something of value to the message as to why you are doing so.
• Typing a message in bold, capital letters. This is considered to be the same as shouting when talking to someone in person. There really is no reason to shout via e-mail.
• Lengthy e-mails. All I will say is that some things are better discussed over the phone or in person.
• Overuse of the Carbon Copy feature. Before you cc an e-mail, ask yourself if it is really necessary that another party read the e-mail. If not, then don’t fill up another person’s inbox with irrelevant messages.
• This leads to the Blind carbon copy feature. Personally, I think it’s rude to send an e-mail to one person and bcc another without their knowledge.
• Finally, it is usually good practice to include the appropriate greetings and such in an e-mail.

  These are just a few of the common e-mail misuses and I’m sure there are more, a few of which I am probably been guilty of. So next time you are communicating via e-mail, think before you send and make sure you are not guilty of common e-mail misuses.