Email Details, Guidelines, and Rules

When I started promoting email etiquette, I saw that most onliners did not realize the power of the written word combined with their use of technology. The thing is that email (the written word) is more powerful than many realize.

Several technological changes have occurred over the two decades of this site’s existence. Social media, texting, and instant messaging have been added. All once again using the written word.

Not the Wild Wild West

Back then and to this day, some believe that anything goes online. Many believe that one can do or say anything they want in any way, all while hiding safely behind these screens.

While I assumed that over time, folks would realize that they should approach their use of technology with “knowledge, understanding, and courtesy,” I was partially wrong. Of course, some do, but boy, there are still many who don’t.

When it comes to Business Email Etiquette, you have no choice. But that is if you are smart. Don’t be into the details; follow guidelines and rules of technology use, and your business’s chances of failing increase exponentially.

However, when it comes to personal email, using websites, and participating in groups — there is still a lot of the Wild Wild West.

Top 5 Things Many Onliners Disregard

Here’s what I see daily when it comes to online communications:

1. Not spelling their name in proper case.
2. Typing in complete sentences with appropriate punctuation.
3. Inability to take the time to read and then follow instructions.
4. If they do read instructions, they do what they want anyway.
5. Believing that the implicit rules of courtesy do not apply online.

One prime example was my Email Etiquette Quiz. I thought it would be fun for visitors to test their knowledge. Little did I know that so many who don’t bother to read my site would take this simple quiz to ensure they get a good score. Most failed.

Initially, I didn’t care how often folks took the quiz. But I raised the stakes when I added the bonus of getting an actual certificate to print and then frame and display.

It takes my time to create a custom certificate, add a name and date, and then upload it for download. I then have to email you the link to get the download.

Should I take my time to do this for just anyone? Or should I only take my time for those who follow the rules and legitimately got a perfect score in no more than two tries who also took The Pledge?

If you get 100%, you can request a customized printable certificate that you can display with pride. But you only get two tries. Not 5, not 10, not 18. Two.

My database was filled with multiple, almost obsessive attempts by individuals to get 100%. So tell me, where on any quiz or test can you get as many tries as you want until you get it right?

I determined that, okay, you may miss one of my trick questions the first time around. But if you fail to get a perfect score, read up and refresh your knowledge, and then bang it out the second time. How wrong I was…

Pay Attention to Guidelines and Rules

When you take a quiz, be prepared to answer the questions. Do a little poking around to make sure that you understand the subject matter. Does this happen? Nope. Not even after failing the first time.

The parameters of the process are clear. First, you need 100% in no more than two tries. Next, you take the Email Etiquette pledge — and bingo! Finally, request a certificate, and I’ll make one just for you to download.

Follow these three little rules, and you are in. Simple, right? The fact is that compared to the number of quiz takers, very few certificates were issued.

I admit I didn’t make the quiz easy for those who don’t read this site. For example, if a visitor took the time to read my 101 Email Etiquette Tips, they would pass the first time around. But they don’t.

Do they read it after the second, third, or tenth fail? Nope.

Efforts in the Right Places?

My database was filled with those who keep retaking, thinking they’ll get that 100% by guessing differently. However, the time it would have taken to read my tips and get 100% in the first two tries would have been nothing compared to, in one case, 22 attempts.

Then, knowing the rules, to request a certificate as if you deserve or earned it — by not following the rules — is farcical. But they don’t hesitate.

Next came the cheating. Onliners, mostly school kids, get perfect results on one try within seconds of each other. They made multiple attempts using Gmail email throwaway accounts, looking like someone else each time to have more than two tries. Then, share the results.

They went on to request their certificate in a way that showed no email etiquette whatsoever. Names are not capitalized, and sentence fragments are without proper case or punctuation.

My email etiquette quiz was just a window into this behavior that we see all too often in our everyday lives. Unfortunately, folks are only willing to do what they want, regardless of established guidelines — just because. So, I shut the quiz down.

Technology & Life Success

Technology isn’t going anywhere; who knows what new stuff will come around the next corner. Therefore, it behooves everyone using this great tool to do so correctly, “with knowledge, understanding, and courtesy.” Not only is that good for you, but it’s also good for those with whom you communicate.

Paying attention to details and following guidelines and rules will determine how you are perceived and your potential for success. Personally and professionally. Don’t doubt that for a moment.