Email, Netiquette and Cyberspace Behavior
Technology influences how written and spoken language is transmitted and understood. Electronic messages sent in one format may not always be received in the identical format and this can lead to misunderstandings and errors and could result in loss of business, mission failure or financial loss.
Email has revolutionised the worldwide workplace and has increasingly become the preferred commercial vehicle for non-verbal communication. One could describe its position as being somewhere between a telephone conversation and paper based communication. In its relatively short existence email has established its own distinctive forms and conventions relating to headed stationery, opening or salutation and closing of a communication, the date format, abbreviations, spelling simplifications, jargon, slang, acronyms as well as the use of symbols and emoticons.
One should verify whether the organisation or business with which one is in communication in another country operates policies or has established any guidelines concerning emails and texting (based on computers or hand-held devices) and if this method is an acceptable way of communicating. It is also important to determine whether an email or text message will be accepted as legal evidence relating to decisions or actions, as would a postal mail letter, a memorandum, a fax or an officially certified document. Netiquette refers to an informal but widely used set of rules and
conventions for users of the electronic network.
These include a wide range of do’s and don’ts. It is recommended that if, for example, one is writing in English one should avoid non-standard English, slang or jargon. One should not write the whole message in capitals nor in lowercase letters. One should be aware that it is unlikely that someone whose first language is not English would understand a text message, such as — CUL8R — meaning ‘see you later’. Full use should be made of the subject line so that recipients will have an precise indication of the content of the message. When using email and other electronic communication for commercial purposes with clients in other countries one should consider making use of the automatic ‘Out of Office’ response, if
unable to make an expeditious response to an email.
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