The 10 commandments that rule e-mail etiquette

by Charles Bermant
Special to the Seattle Times

Interest in e-mail and this column has increased since we began just a few months ago, but we are starting to get questions to which we have already provided the answers.

So, class, it's time for a review; outlining the rules of e-mail at this particular moment.
Ten is an arbitrary number, but we had to stop somewhere.

1. Don't Send Jokes. There are no new jokes in the universe. We've heard them all before, and there is no way to "stop me if you've heard this." Save them all in a draft message, and send them to the next person who asks if you've "heard any good ones lately."

2. Don't Send Unsolicited Attachments. Your dogs may be adorable, but no one wants to see their pictures, especially if they take five minutes to download. Once they arrive, there is no guarantee they will open.

3. Don't Open Attachments. This is a health issue. We now know that even attachments from friends can contaminate our system. So take the extra step of scanning for viruses before opening any and all attachments.

4. Only Include Relevant Return Text. When responding to a message, cut out everything that doesn't pertain, or use simple declarative sentences - unless you really need a full record of the conversation.

5. Check Your Addresses. Before sending any message, scan the "To:" line to make sure everyone on there belongs and you aren't sending a message intended for Bill Gates to Bill Clinton.

6. Use the Spell Checker. Check the box that automatically scans for errors. It doesn't take all that long and makes you look smarter - or less stupid.

7. Don't Answer Spam. Human nature is suffering, as we must add "to remove your name from this list . . . " to the list of great lies. "Check is in the mail" indeed.

8. Simplify Your Sig File. Don't bog us down with cute sayings. After three messages they are no longer cute.

9. Wait Before Sending a "Flame". If you are still angry after an hour or two, by all means send it on. Otherwise, remember there is no real value in hurting somebody.

10. Stop When It's Over. Act like it costs money to send a message. You don't need to say "you're welcome" whenever someone says thanks.

And the bonus rule: Don't expect that every e-mail will get a prompt, immediate or courteous answer. Sometimes people just don't want to respond. It's their prerogative and you shouldn't always take it personally.

This is balanced out by a corollary: You have the same privilege to ignore any message that doesn't motivate an answer.

Charles Bermant's advice on e-mail appears weekly in the Personal Technology section of The Seattle Times. If you have questions or suggestions, you can contact him, by e-mail, at ptech@seatimes.com. Type "Inbox" in the subject field.