Guidelines for Using Email

Electronic mail is a unique medium of communication. Messages can be replied to or forwarded with speed and ease, and email has the potential to reach a wide audience. These features can also be misused. There are a few basic guidelines for the responsible use of email that can help you avoid common mistakes while you enjoy the full benefits of this technology.

The privacy of an email message cannot be guaranteed. An email message may be forwarded, printed, or permanently stored by any recipient. Email can be misdirected, even when you are careful. Do not put something in an email message that you would not want read by everybody. And if you receive a message intended for someone else, let the sender know.

Email does not show the subtleties of voice or body language. Avoid attempts at irony or sarcasm. The most effective email is short, clear, and relevant. If you receive a message that makes you upset, do not respond immediately, and in any case, avoid "flaming," that is, sending an angry or rude message.

Email Tips

As you use email, keep the following tips in mind:

• Email is easily forwarded to someone else. Although this is convenient, it is not always appropriate. If you are unsure, ask the sender before you forward a message.
• Email replies may go to more people than you realize. When replying to a message, be sure to look at the list of recipients.
• Email can be junk mail, so avoid unnecessary proliferation of messages.
• Email takes up computer space, so delete messages you no longer need.
• The integrity of an email message cannot be guaranteed. If a received message seems out of character for the sender, double-check before taking it seriously.
• Email is meant for informal correspondence as well as scholarly, scientific, and clinical communications. You should not use email for official record purposes where a memo would be required (e.g., personnel actions, organization changes, contracts, and policy statements).
• Email should not be considered private. Confidential information should not be sent by email.