Announcing of a New Email Policy - Essay Example

• The information that you are trying to convey should also be direct and simple. Do not use extravagant words. Make sure that you keep in mind who are the recipients of your e-mail. Use paragraphs and outline topic headings to emphasize the content of the paragraphs.
• Use professional signatures, not elaborate ones. Signatures should contain information about yourself in relation to your position and department, and how you can be contacted (your cellphone number, extension number, or direct line).
• Reply promptly and accordingly to messages that need a reply. This is to inform the sender that you have read and understood the message he has sent. However, be cautious when replying. Do not use the reply-to-all button if the information you are sending is for the sender only.
• Always copy your direct supervisors when sending out e-mails or replying so they will know what you are doing and how you are responding to e-mails. This is to show courtesy to your superior.

Business e-mail addresses include the name of our company. Your signatures contain the name of our company. Be careful in sending out e-mails to people outside of your department and our company since our e-mail address is connected to the reputation of our company. You carry the name of your department and our company when sending out e-mails. You carry our reputation through sent messages. And we must protect our company’s name so that our business will go on according to our mission, vision, and goal.

E-mails are part of doing our business. Each one of us must use it with care and responsibility since it shows a glimpse of the policies and the communication style we have in our company. This policy serves as a reminder for everyone using e-mails. I hope that this would be the start of creating a new and more professional way of writing, sending out, and replying to our e-mails. If you have any questions or clarifications, please do not hesitate to send back a reply.

Explanation of the E-mail Policy

            Emphasizing the importance of professionalism in using e-mails is the focal point of the policy. Since e-mail is used as a major form of communication in companies, it is important to emphasize that it should be used with care. It is important to consider the reader and how he will react to an e-mail message by determining the appropriate language (Jerz & Bauer, 2008). Quality is important since “it is the strength of the message that counts” more than the grammatical errors that can be found in it (Christensen, 2003). Also, since the readers are from diverse backgrounds, it is important to just maintain the professional tone so as not to offend anyone, making them feel ignored or out of place (Hall & Whyte, 1960; Hall, 1959). The objective of the email policy written is to make sure that the readers understand the importance of being professional since the sender always carries the name of the company and their department and creates an impression of how the company’s interpersonal relations work and take place. The background readings are used to create the guidelines within the policy to create an atmosphere of a more professional e-mail sending as opposed to an informal style of writing it.