Limit “Cc’s” to only those that are essential.
No more than two “cycles” back and forth between correspondents – use the telephone.
No unnecessary forward of attachments – use a hyperlink/file sharing.
Include the point and urgency in the subject line and first few lines of text.
Consider using the first few sentences as an abstract that summarizes the remainder of the communication.
Keep it brief – no email shall be more than 20 lines long.
Start the subject line with “Action” whenever immediate action is required by who is the email “To:”.
When replying to external Email; The highest-ranking member of the team in the “To:” address bar will respond first, unless such member chooses to delegate the task.
All internal and external emails shall be responded to within 24 hours unless otherwise dated or “out of office” notification is on.
Use standard new (full logo block) and reply (name and telephone number) outlook signatures.
Standard out of office template:
I am currently out of the office on (date) and will have limited access to email. If you need immediate assistance, please contact (backup name, title, email and phone #).