Netiquette Basic Standards - A Composite Checklist To Use Before You Send An Email

Checklist for an email – a set of standards for your NIQ process

1)    Enter recipients (sometimes you may wish to do this last). 

A.    Any “reply all” names not necessary?

B.    Any “reply all” recipient not included?

2)    Subject field

A.    Is the description still relevant?

B.    Check for capitalization, punctuation.

C.   Check for spam triggers

D.   Are there between three to nine words?

E.    Are any connections, referrals or common elements mentioned?

3)    Attachments

A.    Insert attachments.  Some senders do this before entering the recipient.

B.    Are attachments properly named?

C.   How many attachments are there?

D.   What size are they?

E.    Are attachments in a common format?

4)    Salutation

A.    Is the title (if used) appropriate?

B.    Check spelling!

C.   Are there nicknames?  If so, make sure they are acceptable to the recipient.  Do not assume this is the case.

5)    Preview window

A.    Are some keywords visible?

B.    Does the document have a good crisp appearance?

C.   Are there any attention generating items?

6)    First paragraph

A.    Is the purpose of the message stated right away?

B.    Does the stated purpose match the subject line?

C.   Use power words.

D.   Avoid all idioms, clichés and slang.

7)    Body of text

A.    Are paragraphs overly long (eight or more sentences)?

B.    Are most paragraphs too short (one to three sentences)?

C.   Do sentences flow well if you change topics?

D.   Use power words.

8)    Review

A.    Does your email achieve the promise of the subject line?

B.    Have you tested all links?

9)    Closing

A.    Is your closing too informal?

B.    Does your closing convey anything negative?

C.   Are you lacking a closing?

10)   Signature

A.    Is there full contact information?

B.    Is the signature free of messages, slogans and unnecessary graphics?

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In addition to this blog, I have authored the premiere book on Netiquette, "Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at:
 www.amazon.com/author/paulbabicki
 If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio  and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and  Yahoo.  I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ Rider University and  PSG of Mercer County New Jersey.
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