Email conduct is not dead

  • Published
  • By Lt. Col. Lane Thompson
  • 436th Airlift Wing Director of Staff
DOVER AIR FORCE BASE, Del. --  As was highlighted in the recent Commander's Call video about how a shift is happening in the world with respect to technology, more and more people are gaining access to not only the internet, but portable electronic devices. In some cases, people have more than one device, whether it be work or personal. As society becomes more proficient with texting and shortened words it is important to remember that military customs and courtesies still apply to us as Air Force members. 

I can still remember what it was like to have my first "fast" 386 computer that came with a 5.25 inch floppy drive. For those of you who don't know what that is, feel free to Google it now. Back in those days, most communication was done by official documents crafted using the Tongue and Quill as a guide. If you would like to see a copy, I have one in my office. Documents would be hand-carried from office to office rather than email since that technology didn't exist. 

However, as communication speeds have increased and emails have become the more standard format of communication, we as members of the military need to guard what we say and how we say it. Always remember who you are addressing and fight the temptation to send text-like emails to superiors and subordinates. 

When sending emails, the best course of action is to start the body of the email with the appropriate title of the person you are sending it to.  Whether it's "Mr." or "Mrs.," "A1C," "CMSgt," or even "2LT" or "Col," use these identifiers along with their last name and you start the email in a professional fashion.  When stating your business, keep the body of the email simple and to the point. Multiple forwards or mass amounts of data in a single email can make it difficult for the recipient to receive the desired message. When ending your email, set up your Outlook program to add an easy signature block that includes your name, official title, and your phone number. This makes it easier for the recipient of your email to be able to call you quickly without having research what your phone number is in the event they have a question and want to talk to you vice sending another email. 

These steps might seems simple, but I am shocked by some of the emails that I receive where my name isn't mentioned and the email didn't have any kind of signature block at the end--just electronic statements sent to my inbox. Electrons can live forever and what you say and how you act says a lot about you, some of which you might not intend. When sending emails to friends and close associates, it is understandable to send more simple email communication. However, when you are addressing people that don't fall under those parameters, err on the side of professionalism and you won't go wrong. And lastly, always follow the guideline that if you wouldn't say it to them in person, don't say it in an email.