Emailing using distribution lists can be a great time saver when you need to send a message to a group of recipients. However, below are some email etiquette tips to consider when you are emailing a distribution list.
Replying All to Distribution Lists
This is all dependent on the email itself; however with most cases, choosing to “Reply All” will cause an influx of unnecessary emails to all the recipients on the Distribution List (DL). If it is truly a message that needs to be seen by the whole DL, then by all means reply all. However, if it is only to one person or a select few, it’s better to just reply separately to those people.
If you do decide to email the DL, do you know who is part of the DL? If you are not familiar with the specific list, check the members first before sending your message.
Sending an Email from a Distribution List or Shared Account
When you are sending an email from a Distribution List or Shared Account, it is always important to add your name at the end of the email so the recipient knows to whom they are replying. It is a bit daunting to reply to a whole distribution list, not knowing who you are speaking with. In addition, by adding your name to the end of the email, it prevents confusion to the rest of the members on the distribution list or Shared Account as to who the email conversation pertains to.
For more suggestions on email etiquette, visit https://www.inc.com/business-insider/email-etiquette-rules.html.