Avoiding "Reply All" Chaos and 7 Other Email Etiquette Tips

Written by Sarah White , September 5, 2022

Imagine: Your HR department sends a company-wide email about a change in company policy.?Several recipients have follow-up questions but instead of solely replying to HR, they hit the dreaded “Reply All” button.?Now EVERYONE is getting bombarded with emails! Making the problem worse, irritated employees begin using “Reply All” to say, “Hey! Don’t reply all!” Hundreds of emails later, and a simple HR notice has turned into pandemonium.

Most email hullabaloo is not as disruptive as this example, but many common missteps can be avoided by keeping basic email etiquette in mind:

1.???Add the recipient’s email address after you have composed and proofread your message. This avoids accidentally sending an incomplete email.

2.???Use exclamation points sparingly!! Without vocal inflection and body language, it can be difficult to relay the appropriate level of enthusiasm over email, but fewer are better!! Believe me!!!!

3.???Avoid using “Reply All” unless you know everyone included on the list should receive your reply.

4.???Understand the difference between “Cc” and “Bcc.”

“Cc” stands for “carbon copy” or “courtesy copy”. Recipients entered in the “Cc” field will get a copy of the email but are not intended as the primary recipient. Think of the “Cc” field as a way to keep someone in the loop.

“Bcc” stands for “Blind carbon copy”. As the name suggests, recipients entered in the “Bcc” field will not see each other on the original emails, nor will they get any replies going forward.?Keep in mind if a “Bcc” recipient replies using “Reply All,” their “Bcc” status will be known to everyone in the “To” and “Cc” fields. The appropriate time to use “Bcc” is when sharing a company newsletter or other broad communication, when using an extensive mailing list, or for emails that don’t warrant responses.

5.???Practice good grammar by avoiding common mix-ups your prospect will likely catch (and spell-check may not!), such as:

a.???There/they’re/their

b.???It’s/its

c.???Your/you’re

d.???Too/two/to

6.???When adding an attachment, indicate in your email that you have done so. If you add recipients to an email chain later, make sure you reattach the file.

7.???Think before forwarding an email. Summarize long email threads so the recipient can clearly understand the message and what action may need to be taken.?If a contact is sending you sensitive information, be cautions, and check with the original sender(s) before forwarding to others.

8.???When it comes to your email signature, less is more. Keep it simple by sticking to your name, job title, phone number, and company website.

The bottom line? Even though the way we communicate is ever-changing, proper email etiquette will continue to be important for professionalism, good communication, improved efficiency, and avoiding “Reply All” chaos!