Email Etiquette from Raycom

While the Tegna IT department is busy trying to find who sent emails to FTVLive, the Raycom IT boss is advising people on how to send proper email. 

An internal email was sent to Raycom staffers on Friday, telling them what they should and should not do while sending email. 

No obviously this guy never worked a newsroom where you have 5 seconds to fire off an email so you can deal with the dozen other problems happening before a show.

Here is the internal email, obtained by FTVLive and I think his 4th item was directed at us:

To: All Raycom
 
Everyone recognizes the importance of email communication, especially in business correspondence.  I’d like to remind everyone of some best practices regarding email etiquette.  All email communication should be professional, efficient, and adhere to company policy in both content and use.  Below are some guidelines employees should follow when corresponding via email:
 
·         Clearly indicate the topic of the email in the Subject line, and do not leave blank.
·         Use professional salutations.
·         Keep the message brief and to the point.
·         Nothing is confidential — so write accordingly.
·         Watch the tone of your email.
·         Be cautious with humor.
·         Use proper spelling, grammar, punctuation, and format.
·         Do not REPLY TO ALL unless warranted. Use with discretion.
·         Do not use high priority or read/delivery receipts unless warranted.
·         Read and review your messages BEFORE you hit send.
·         Add the email address last. Verify the addressees in the To: and Cc: lines.
·         Delete or return emails not intended for you.
·         Include a signature block that contains your contact information.
·         Do not include quotations, passages, excerpts, idioms, or verses in or below your signature block.
·         Use emoticons sparingly.
·         Avoid stationery backgrounds and graphics in the message body and your signature block.
·         Avoid attaching large files.  Ask your local IT Manager for alternative methods to send large files.
·         Never open an attachment from someone you don’t know, or are not expecting.
 
 
Bob Kroeger
Executive Director IT   |    Raycom Media

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