Signatures
A signature is a short piece of text added to the foot your emails. It usually contains contact details about yourself. Keep your signature short (4 to 6 lines) and to the point. Separate it from the body of your email using two dashes and a space (i.e. -- ). The signature should be plain text only, not RTF, not HTML and certainly no graphics or images. It should include your name, your position and possibly an address and phone number. Some people add famous or humorous quotes to their signatures. This can be acceptable and add character if done properly. Choose quotes on a neutral topic. It is probably best to avoid religious or political statements or anything people may take offense at, especially in your formal signature.

Don’t mark emails high priority and URGENT
Don't use the words URGENT or IMPORTANT in the subject line of an email – your recipient may have many such emails to deal with. If your message really is urgent or important email is not the correct communication method to be using in the first place; the telephone is probably better.

Addresses and personal names
A Personal name is an arbitrary string that many mail programs will allow you to define, which is attached to your e-mail address as a textual comment. Always provide a personal name if your mail system allows it - a personal name attached to your address identifies you better than your email address can on its own. Use a sensible personal name: "Guess who" or other such phrases are annoying as personal names and hinder the recipient's quick identification of you and your message.

Replies
Include enough of the original message in your replies as it will help the recipient to place your reply in context. Quote back only the smallest amount you need to make your context clear. Use some kind of visual indication to distinguish between text quoted from the original message and your new text - this makes the reply much easier to follow. Pay careful attention to where your reply is going to end up: it can be embarrassing for you if a personal message ends up on a mailing list, and it's generally annoying for the other list members.

Privacy concerns
An email is neither private nor secure. Therefore be careful what you write - sending an email is like sending a postcard so messages must be treated with caution. Do not discuss confidential or sensitive information in email. Check and double check all addresses and content before you send.

Be careful about what you read – it is pretty easy to forge an email. Apply common sense before assuming any message is valid - even if you think you know who it came from. Never open an attachment unless you know what it is and you are expecting it. Always have up-to-date virus checking software on your computer, and make sure it is working.

Don't forward or bounce email unnecessarily and never forward virus hoaxes, chain letters, petitions or "make money fast" schemes. Never reply to SPAM or junk mail - ever.

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