Email Example #1: Blatant Infraction of Email Etiquette The following email was forwarded multiple times to numerous

employees within a state government office. This is an example of blatant infraction of email etiquette and improper use of emails in workplace. Subject: Date: From: To: [Fwd: Have Peace Within] Wed, 29 Jul 2009 09:31:17 -0400 Name of Employee Was Here Was Sent To 12 Employees In The Department

-------- Original Message -------Subject: Have Peace Within Date: Tue, 28 Jul 2009 10:18:38 -0400 From: Jamee Boone <Jamee.Boone@dcf.state.nj.us> Organization: New Jersey Department of Human Services To: Was sent to another long list of employees in the company -----Original Message----From: Cheryl_Bates@pmagroup.com [mailto:Cheryl_Bates@pmagroup.com] Sent: Tuesday, July 28, 2009 9:14 AM Subject: Have Peace Within To: Was Sent To 12 Employees In The Department I am supposed to pick 12 women (who have touched my life) and whom I think would want to participate. I think that if this group of women were ever to be in a room together, there is nothing that would be impossible. I hope I chose the right twelve. My hugs, love, gestures and communications hopefully remind you how special you are. Please send this back to me. Remember to make a wish before you read the quotation. That's all you have to do. There is nothing attached. Just send this to twelve women and let me know what happens on the fourth day. Sorry you have to forward the message, but try not to break this, please. Did you make a wish yet? If you don't make a wish, it won't come true. This is your last chance to make a wish! "May today there be peace within. May you trust that you are exactly where you are meant to be. May you not forget the infinite possibilities that are born of faith in yourself and others. May you use the gifts that you have received, and pass on the love that has been given to you. May you be content with yourself just the way you are. Let this knowledge settle into your bones, and allow your soul the freedom to sing, dance, praise and love. It is there for each and every one of us. Now, send this to 12 women within the next 15 minutes. And remember to send this back. I count as 1... You'll see why. Suggestion: copy and paste rather than forwarding. Company Disclaimer Statement Followed The Messages: This E-mail, including any attachments, may be intended solely for the personal and confidential use of the sender and recipient(s) named above. This message may include advisory, consultative and/or deliberative material and, as such, would be privileged and confidential and not a public document. Any Information in this e-mail identifying a client of the Department of Human Services is confidential. If you have received this e-mail in error, you must not review, transmit, convert to hard copy, copy, use or disseminate this e-mail or any attachments to it and you must delete this message. You are requested to notify the sender by return e-mail. Netiquette Rules That Apply Here 1. Respect other peoples privacy. They may not want unsolicited information. a. Reference: Group3fall09.wikispaces. 2. Do not send long emails. Respect other peoples time. a. Reference: Group3fall09.wikispaces. 3. Do not use email to forward material that is unrelated to work. In this particular case, it was a violation of company policy. Plus email content could be monitored. a. Reference: Group3fall09.wikispaces. b. Reference: State government website used for this email example. 4. Know where you are in cyberspace. What you post may be viewed around the world. a. Reference: Netiquette Core Rules 5. Forwarding emails exposes routing list that can fall victim to SPAM email. a. Reference: http://www.kassj.com/netiquette/netiquette.html E-Mail Example #2: Adherence to Appropriate Email Etiquette The following email was sent to all staff by the Ethics Liaison Officer in the Office of Legal Affairs within a government agency. This email demonstrated an effective use of email or proper email etiquette in the workplace.

Subject: Date: From: To:

Reminder about Political Activities Fri, 09 Oct 2009 14:59:03 -0400 Bonny Fraser <Bonny.Fraser@dcf.state.nj.us> DCF All Staff <alldcf@dcf.state.nj.us>

Dear Colleagues, As we at the Department of Children and Families (DCF) fulfill our mission to ensure the safety, permanency and well-being of children and support families, it is important we avoid conduct that is in violation of the public trust or that creates an impression that such trust is being violated. In keeping with this principle, I want to take this opportunity to remind you that political activities, like all outside activities, must be kept out of the workplace. The posting of election campaign material in State Offices or other workplaces is strictly prohibited. Equally, the distribution of election material in State Offices, other workplaces or locations where state business is being conducted is also strictly prohibited. In addition, no DCF employee shall directly or indirectly use or seek to use his or her authority or influence of his or her position to control or modify the political action of another person. A Department officer or employee during the hours of duty shall neither engage in political activity; nor shall he or she at any other time participate in political activities so as to impair usefulness in the position in which he or she is employed. These prohibitions are found under the various state contracts, N.J.S.A. 11A:2-23 and N.J.A.C. 4A-10-1.2, the Uniform Code of Ethics, and the DCF Code of Ethics. Let me also take this opportunity to stress how important it is that each of you comports with the standards and practices set forth in the Uniform Ethics Code and the DCF Supplemental Code of Ethics. Also, the Federal Hatch Act (5 U.S.C. 1501 1508) establishes parameters for state employees engaged who run for political office. If you are engaged in any political activity, including campaigning for office or volunteering for a campaign, you must complete the State of New Jersey Outside Activity Questionnaire. It is imperative that you obtain the approval of your supervisor and me prior to engaging in any political activity. This will ensure that your political activities do not conflict with, appear to conflict with your job duties and/or violate the Hatch Act. For your convenience a copy of the Outside Activity Questionnaire is attached to this email. I am happy to answer any questions you might have. I can be reached at 609-292-0616. Sincerely, Bonny E. Fraser, Esq. Ethics Liaison Officer Department of Children and Families Office of Legal Affairs Department of Children and Families 222 South Warren Street Trenton, NJ 08525 P: 609-292-0616 C: 609-802-6119 F: 609-292-2547 Attachment: Outside Activity Questionnaire Company Disclaimer Statement Followed The Messages: This E-mail, including any attachments, may be intended solely for the personal and confidential use of the sender and recipient(s) named above. This message may include advisory, consultative and/or deliberative material and, as such, would be privileged and confidential and not a public document. Any Information in this e-mail identifying a client of the Department of Human Services (DHS) is confidential. If you have received this e-mail in error, you must not review, transmit, convert to hard copy, copy, use or disseminate this e-mail or any attachments to it and you must delete this message. You are requested to notify the sender by return e-mail. Netiquette Rules That Apply Here 1. Good use of email in the workplace (i.e.: To communicate important, company related information a. Reference: Group3fall09.wikispaces. b. Reference: State government website used for this email example. 2. Use a descriptive subject line. This tells the recipients what the email is about. a. Reference: State government website used for this email example. b. Reference: http://www.kassj.com/netiquette/netiquette.html 3. Watch your tone. This email did not contain any words in all caps (which means shouting or of a hostile tone). a. Reference: Group3fall09.wikispaces. b. Reference: State government website used for this email example. 4. Use an automatic signature. While it was not an actual signature in this email example, it did contain information which identified the exact name and authorized sender of the information. a. Reference: Group3fall09.wikispaces. b. Reference: State government website used for this email example.

5. Be careful of file attachments. In this case, the attachment is a useful document relevant to company work. It served as a reminder to all, but instrument that could be used by any employees who may be engaged in outside activity and require approval (i.e.: Outside Activity Questionnaire). a. Reference: State government website used for this email example. b. Reference: http://www.kassj.com/netiquette/netiquette.html