- Subject:
Use a meaningful subject line. For example, if you are writing about a problem with a module, put the module code in the subject line along with a few words summarising the problem. If the subject of a thread changes, consider changing the subject line to something more appropriate.
- Concise:
Be concise and to the point. A long rambling email might make sense to you when you write it, but it may confuse the recipient.
- Capitals:
Do not write in CAPITALS. You are perceived as shouting. Again, it makes your message hard to read (as does the lack of capitals in their correct places).
- Sgp:
Use proper spelling, grammar and punctuation. These make your emails easier to read. In particular, emails are not SMS messages where you are trying to abbreviate words to save space.
- Structure:
Structure your message properly. Use blank lines to separate paragraphs.
- Plain:
Use plain text message formats. Most (all?) staff in the university have access to MS Outlook, but many users still use plain, console email clients. Do not rely on highlighting, fonts, colours or other formatting in emails.
- Format:
If you are sending attachments, use open formats wherever possible. Plain text is always portable. PDF is good as a read-only format.
- Time:
If you are sending email relating to your studies at the university, use your university email account unless you really cannot access it. If you use a non-university account, make sure that the correct time (GMT or BST according to the time of year) appears in your email. Make sure that your name appears as it is known to the university (do not use nicknames or other names that you may be known by).
- Intro:
If you are sending email to a recipient who might not know you, make sure you explain (briefly) who you are and why you are emailing them.
- Quote:
When replying, quote the message properly. The standard convention is to prepend ‘> ‘ to every line of the original message; you should insert your comments at sensible points throughout the message. Make sure it is clear who is being quoted. You should delete unused quotes. `Top-posting’ sometimes make sense for very brief messages, but makes long threads very difficult to understand.
- Receipts:
Do not use delivery and read receipts (unless you really know what they are doing). Many email systems simply ignore them; others may reply saying that the message has been read when the recipient simply selected the message. These receipts are usually meaningless.
- Urgent:
Do not set your message to be `urgent’, `important’ or `high priority’unless that label really applies. In particular, do not use these as default labels for your emails.
- Repeats:
Do not send repeated emails because you haven’t had a reply. You might receive a reply within a few minutes if the recipient is reading their email and has time to respond. They might not be able to respond for a week or more: for example, the recipient might be on holiday, away ill, teaching or away visiting another institution.
- Replyall:
Do not reply-to-all unless you really need to. Do other people really need to see your reply? Conversely, should another person be added to the cc list?
- Lists:
Do not put long lists of email addresses in the To: and Cc: lines. If you really must send to a mailing list, either use a proper alias, or use the Bcc: and Lcc: features of your mail client to hide the long list.
- Name:
Make sure that your name appears correctly in the From: line of your emails.
- Errors:
If you are sending email about (for example) a problem running a program, or errors when compiling or assembling code, you should include the relevant error messages. Sending an email saying `I can’t compile my program’ does not include enough information to help you.
- Spec:
If you are making speculative enquiries, for example, for study as a research student, do not send multiple emails. Find the right person to send enquiries to and email only them. Spell the recipient’s name correctly.
- Stop:
Stop and think before pressing `send’. Is the email going to the correct person? Does it say what you intend it to say?
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