The Navy Email User’s Guide
This post originally appeared on the USNI Blog here.
Email is great. I love it so much! It has everything . . . laughter, tears, blinding rage, mind-numbing boredom, utter confusion . . . everything! You can spend all day reading and writing emails, then when you come back in the morning, you have a whole new batch to plow through! For some of you, this is literally your entire job. Its extra fun when your inbox is full and you get to decide what emails to delete just so you can be granted the privilege of sending again. Bonus!
The Navy loves email too. There’s low side, high side, REALLY high side. If you’re lucky, you get a Coalition email account on one (or more!) of our many multinational networks. And don’t forget about message traffic! Oh, and there’s your personal email. Gotta keep tabs on that for things like DTS, TSP, and NFAAS that won’t follow you across the various NMCI, shipboard, fleet, schoolhouse, and joint command email addresses you’ll accumulate over your career. Its such a hoot when you PCS to a new duty station and you forget your password to a Navy website, so you request to reset your password and it sends the reset link . . . to an email you can’t access anymore! Ha!
But, as great as email is, I think we need to establish some ground rules. I’ve noticed some disturbing trends recently. The other day I saw a supervisor debrief his entire team in person instead of sending a blast email. I even heard of a sailor checking out of a ship without sending an All Hands email (Rule #3)! Shenanigans!
- Always, always, ALWAYS include an inspirational quote at the bottom of your emails. Preferably one that belies your extreme political beliefs. Jefferson Davis and Che Guevara are gold mines!
- Speaking of email signatures, the length of your signature block is inversely proportional to how important your job is. As an Ensign, you should include your name, title, organization, four email addresses, three phone numbers, twitter handle, and blood type. Conversely, as a four-star Admiral you should just sign your emails with a single lowercase letter. You need to assert your dominance over those lowly staff officers who might actually need to forward your contact info to their boss.
- Use the All Hands distro liberally! Trust me, everyone needs to know that your directorate is going down to minimal manning Friday afternoon to attend an offsite team building exercise at Buffalo Wild Wings. If you’re departing the command, by all means do not pass up the opportunity to tell everyone how much they’ve impacted you, and if you have drama with certain people, include that too! If you want to go all out, send an All Hands email when you check in (or even before!) letting everyone know how excited you are to join the team and contribute to the mission! #positivity!
- Immediately after you send someone an email, go straight to their desk and ask them if they received your email. They may be in the middle of reading it and they’ll really appreciate you interrupting them to explain what they haven’t finished reading. If you’re really fast, you might even be able to beat the email as it goes through multiple firewalls and satellite relays. People really like when you hover over their shoulder waiting for your email to pop up in their inbox!
- In the military, we address our emails with “Sir” or “Ma’am.” If you’re not sure whether the officer you’re emailing is male or female, take a chance! Much better than stupidly using the officer’s actual name. If you’re addressing multiple male superiors, its “Gents,” and for multiple female superiors, use “Ladies!” Don’t worry, you won’t sound creepy at all.
- In today’s Navy, we believe in flat communication and junior empowerment. If you’ve got something to tell the CNO, email him directly! You don’t need to bother CC’ing your boss. The chain of command is so old school! If you do CC your boss, I’m sure they’ll support you! If they don’t, just claim they’re a toxic leader and initiate an IG investigation. You don’t have time for that negativity.
- It can be frustrating when someone “replies all” to a large distro. The best way to let them know you don’t want their replies clogging up your inbox is to “reply all” to theiremail, and tell them exactly how you feel! That will show everyone how much more valuable your time is than theirs.
- If you’re a liaison officer, you’re only allowed to forward emails and type four letters: FYSA. That’s IT! Don’t get cute.
- Email is a great place for emotional rants, and to showcase your unique humor—preferably with nautical jargon, tactical metaphors, and acronyms nobody really knows. “Deck Division once again failed to splash the vampires at inspection. Get all of their BFS’s DPC’d by COB today, or I’ll KEELHAUL YOUR FAMILY!!!” You’ll never regret sending that.
A final note on ghost emails, or GEMs: if you work really hard, keep your head down, and get a few lucky breaks, you could one day rise through the ranks and receive the privilege of writing emails for someone else. Congratulations, you’ve made it! My only advice is to fill in the TO line last on your drafts and, once it’s filled in, be very careful with your cursor. You now have a locked-and-loaded, Condition I email. You don’t want to be that staff officer who misfires an operational report to the Fleet Commander with God and Country on the CC line. Or maybe you do! If so, I wish you fair winds and following seas!
V/r, The Salty Millennial Editor-in-Chief, The Salty Herald UNCLAS: email@example.com Facebook: @thesaltymillennial Office: 1-800-555-SALT Blood Type: NaCl Positive