E-mail Etiquette — Rules 1-3
What E-mail Is
E-mail Definition
E-mail is defined as the electronic transmission of information over computer-based messaging systems.
Why It Matters
Email Growth
Technological advancements have increased opportunities for more timely, efficient, and effective communications, resulting in the explosive growth of e-mail use throughout the USAF.
Secure Messaging Commitment
Secure Messaging Commitment
To uphold a commitment to secure messaging, the USAF has established guidelines to be used by all USAF members.
Rule 1: Be Clear and Concise
Rule 1 Clear/Concise
Be Clear and Concise.
How to Be Clear
Rule 1 Methods.
- Make sure the subject line communicates your purpose
- Be specific and avoid ambiguous titles
- Lead with the most important information
- If the goal is to answer a question, then reiterate the question at the top of the page
- Use topic sentences if the e-mail has multiple paragraphs
- Be brief and to the point
- Use bold, italic, or color when necessary to emphasize key points
- Choose readable fonts, 12 point or larger when possible
Rule 2: Watch Your Tone
Rule 2 Tone
Watch Your Tone.
How to Maintain Tone
Rule 2 Methods.
- Be polite
- Think of the message as a personal conversation
- Be careful with humor, irony, and sarcasm
Why Tone Matters in E-mail
Why Tone Matters
Electronic postings are perceived much more harshly than they are intended, mainly because the receiver cannot see the sender's body language, hear the tone of voice, or observe any other nonverbal cues that could help interpret the intent of the communication.
ALL CAPS Rule
All Caps = Shouting
Do NOT write using all CAPITAL letters — this is the e-mail equivalent of shouting and is considered rude.
Keep It Professional
Professional Standard
Keep the e-mail clean and professional. E-mail is easily forwarded.
Unacceptable Material
Unacceptable Email Material
Harassing, intimidating, abusive, or offensive material is unacceptable.
Rule 3: Be Selective About What Message You Send
Rule 3 Selective
Be Selective About What Message You Send.
Restricted Content
Rule 3 Restricted Content
Do NOT discuss:
- Controversial information
- Sensitive information
- Classified information
- Personal information
- Privacy Act information
- Controlled unclassified information that requires special handling
OPSEC Reminder
OPSEC Reminder
Remember operations security — even unclassified information, when brought together with other information, can create problems when in the wrong hands.
Junk Mail Restrictions
No Junk/Chain/Personal Ads.
- Do NOT create or forward junk mail
- Do NOT create or send chain letters
- Do NOT use e-mail for personal ads