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Whitmore/Stevenson: Strategies for Engineering Communication 1 of 6 E-Mail and Netiquette Identify yourself and your topic Keep messages short Ensure messages are sent to the intended recipients Do not use e-mail to send confidential information Always be polite
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Whitmore/Stevenson: Strategies for Engineering Communication 2 of 6 Identify Yourself Where possible, identify yourself on the From: line using your full name rather than just your e-mail address. Include a subject line in your message and ensure that you use a meaningful phrase for the subject. At the end of your messages, include an alternative way to be contacted (i.e., phone number, FAX, postal address) along with your name.
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Whitmore/Stevenson: Strategies for Engineering Communication 3 of 6 Format & Style Avoid typing messages entirely in uppercase. Keep the format simple, using tabs for indentation and asterisks for bullets. Set your lines to a standard length (60-70 characters per line. Include sufficient material from the message to which you are replying so the reader is reminded of the context for your reply.
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Whitmore/Stevenson: Strategies for Engineering Communication 4 of 6 Length & Attachments If an e-mail message is of necessity more than a screen long, consider using headings to break up the text. Wherever possible, information that requires more than a few short paragraphs to express should be word processed and sent as an attachment—perhaps as a memo report or proposal.
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Whitmore/Stevenson: Strategies for Engineering Communication 5 of 6 E-Mail Security Ensure that personal messages are sent to the correct individual and not to a mailing list. Do not send confidential or personal material via e-mail unless you encrypt it because most e-mail systems are insecure.
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Whitmore/Stevenson: Strategies for Engineering Communication 6 of 6 E-Mail Tone Do not publicly flame others. Never send material with any potential to be offensive (i.e., racist or sexist jokes and comments). Be polite. If you are asking for something, say please. If you receive help, say thank you. Where appropriate, you can use smiley faces (some- times called emoticons) to indicate the nuances of your message: :-)smiling face indicates amusement :-(unhappy face indicates disappointment or sadness ;-)winking face indicates irony or humor ;->mischievous face that indicates a comment is provocative
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