Email Manners

This evening I started cleaning out one of my email inboxes (and feel great about it!). During the process I ran across an old work-related exchange and it got me thinking about what to do and not do in email etiquette. Don’t mind the 2008 dates on the emails, but I just sorted through about 6000 and feel …clean. Hah!

I’m normally one of those people who will respond to everything to keep up good customer service relations, but am trying to cut down on my email obsessions. Since it’s a mildly difficult situation in a “Dear Miss Manners” sort of way, I turn to you, semi-faithful readers.

The short version of my question: when does one stop responding? It’s like when you’re texting back & forth, and they send you a confirmation to a question you’ve asked but don’t *really* need a response – do you send “k” back to them?

Read the emails further for clarification; and yes I’ve edited them to toss out all but the necessary stuff.


From: Client
Sent: Thursday, October 30, 2008 12:41 PM
To: larissa

I would like to see pictures of the — room. Also, please send a list of DJ’s so that I can get an idea of cost.

At 01:57 PM 10/30/2008, you wrote:
Attached are photos and a preferred vendor list.

From: Client
Sent: Wednesday, January 07, 2009 10:20 AM
To: larissa
Can you please confirm availability of your room for January 18, 2009? We are planning a “Sweet 16” Birthday party.
If the room is available, what do we need to do to reserve?

At 10:37 AM 1/7/2009, you wrote:
It is available. To begin reserving it we’ll need you to fill out a party rental form, which you can either come into the office to get or go to the site map online. That way you can scan/email it or fax it. Once we get that we can make a contract for you, which can also be signed via fax or you can stop by. Then we will take payment.

The total due with your contract will be $1000 – this is for the room rate of $600, and a damage deposit of $400 (doubled from the normal deposit since you are booking it less than 30 days prior). Accepted forms of payment are Visa, Mastercard, cash or money order – no checks (also since we are under 30 days).

As far as 21-and-under celebrations go, the hours of your party will need to be from 2pm-7pm, and you are welcome to bring in any caterer you’d like, even potluck.

From: Client
Sent: Wednesday, January 07, 2009 10:50 AM
To: larissa

Thanks for your quick response.

Is the room rental for Sunday $600 or $425? Your website shows $425.
I also did not realize that the party needed to end by 7pm. Are there any exceptions to this?

At 10:57 AM 1/7/2009, Larissa wrote:

No problem!

Sorry, I have been looking at Saturday prices all day. 🙂 You’re right, the Sunday price is 425. As far as the time limitations, if it’s a sweet 16, 21st birthday, 18th birthday, quincenara, etc., those are our restrictions, 2pm-7pm. I know that adults will be present but we’ve just had too many past incidents with 21-and-under events, so management started a policy for that a few years back.

From: Client
Sent: Wednesday, January 07, 2009 11:19 AM
To: larissa

Thanks for clarifying the price and time restriction. I will get back with you tomorrow with a decision.

At 12:18 PM 1/7/2009, Larissa wrote:
Alright, talk to you then 🙂

From: Client
Sent: Thursday, January 08, 2009 1:25 PM
To: larissa

Thanks for answering all of my questions. Unfortunately the time restrictions will not work for us. Maybe our next event can be held at your facility.

……………..Obviously the email exchange is over, and usually I’ll send a quick “Glad to be of assistance, perhaps we’ll talk in the future”, but it depends on my mood and time. I try to never get stuck in the thank you / you’re welcome / no, YOU’RE welcome cycle though.

What do you guys do?

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