ALL CAPS vs. all lower case

Typing in all small case or all caps in your emails -- which or neither?

Visitors to this website can make suggestions and ask questions through my Ask an Email Etiquette page. This helps me address your concerns, and, on occasion, it allows me to see things from a different or helpful perspective.

And sometimes, I get a suggestion made with good intentions that I don’t quite agree with. So here’s one I’ll share with you today.

First, let’s cover what communication is.

What is communication?

Communication is the process of exchanging information, ideas, thoughts, and feelings between individuals or groups. It is a fundamental aspect of human interaction and is essential for conveying messages, understanding others, and building relationships.
Communication can occur through various mediums, including spoken language, written text, body language, gestures, tone of voice, and facial expressions, as well as telephone, email, or video calls.
Communication can take place in different contexts, such as interpersonal communication (one-on-one conversations), group communication (within a team or organization), mass communication (through media channels to a large audience), or even non-verbal communication (using body language and facial expressions). It plays a vital role in social, professional, and personal spheres of life, enabling individuals to connect, collaborate, and express themselves effectively.
Communication can serve several purposes, such as expressing emotions, sharing knowledge, coordinating actions, persuading others, and resolving conflicts.
Effective communication involves transmitting information and ensuring the intended recipients receive and understand it correctly. It requires encoding information into a suitable format, transmitting it through a chosen channel, and decoding it by the receiver.

So, clearly, when you want to “communicate,” you have to do it effectively to get your message, idea, and intent across.

Now, on to a website visitor’s suggestion.

Lazy is Not Casual

I just wanted to make a suggestion for the folks who use caps lock because they are unwilling to use the shift key: just leave your whole message in lowercase. It may look a little “casual,” but most people will still prefer it over all caps. Just a thought.

Net M@nners

Site Visitor

Hmmm… If you have a choice, would “most” really prefer all lowercase to all caps? Either way, your communications will be less easy to read and more open to interpretation.

However, unless you are handicapped or visually impaired, there is no reason not to capitalize sentences appropriately. That’s what educated folks do.

Is it really that difficult?

Is hitting the shift key too much effort? I get that for those who are not proficient at typing, but there is no time like the present to get in the habit of hitting the shift key.

While it may not come naturally at first and may seem like hitting the shift key is a PIA, it is time to step up. In the long run, it will become a habit, and you will be taken more seriously by making this effort. Your messages will also be easier to read.

Typing in complete sentences with the proper case reflects positively on you and makes your messages easier to understand. This is because when we read, subconsciously, we look for where a sentence starts and ends via case and punctuation.

So, this really shouldn’t be a point of contention. Just try to use that shift key and get in the habit. Before you know it, you won’t give that shift key an extra thought.

Exceptions?

For those unable to use the shift key for health or disability reasons, add a note as part of your signature file appended to every email. For example:

Sincerely,
Jane Doe

P.S. Please excuse my typing in all lower case. My arthritis is such that hitting the shift key is unbearable. Thank you for your understanding…

Simply communicating why you do certain things can make all the difference. However, not wanting to take the time or make the extra effort to communicate correctly is not a good excuse.

Have a question you would like me to write about?
Let me know here.