e mailing etiquettes
TRANSCRIPT
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E-mailingE-mailing etiquettes for
official mails
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Sending
Do not use all caps as it is equivalent toshouting at the other person!!!
Use standard fonts like Times New Roman orArial. Do not use fancy fonts
Keep the font size up to 10 12 but not more.
Do not type in Italics. Only selected words to
draw the readers attention may be in Italics Avoid typing all the letters & words in BOLD.
Only specific words may be typed in Bold
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Sendingcontd.
Type your messages in Black color only
Only certain words meant to draw the attention
of the reader may be colored Only in extreme cases such words may be
colored in Red
Formal emails should not have any pictures oranimations
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Sendingcontd. Message writing
The readers name should be written / addressed
Use salutations as Dear Xyz, or just Mr. / Ms.
Xyz. When writing e-mail to westerner, please use last
name for addressing, such as: Mr./Dear, Gates. (for
Mr. Bill Gates)
Type the name of the person correctly
Spelling the name wrongly is taken as offence
The message should be crisp and brief
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Sendingcontd. Message writing continued
Avoid writing long paragraphs
Use bullet points wherever possible to enable
quick reading Use numbers for bullet points instead of symbols
Use of numbers helps the reader to refer to aspecific point while replying
Give specific date and time wherever requiredinstead of giving vague timings
Use a tone of Request rather than Order /Demand
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Sendingcontd.
Message writing continued
Use paragraphs at appropriate places instead of
typing all text in one single paragraph
Paragraphs enable readers to understand the
contents quickly and easily
It also helps the reader to reply with ease
Use simple English Language Language should be easy to understand and also
enable to act on it immediately
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Sendingcontd.
Message writing continued
Use words which are known to all and used daily
Words should not be such that the reader has torefer to a dictionary
Bad words and obscene language should never be
used
Show respect to the reader while drafting emails
Do not use SMS language in emails
Write complete words. Avoid short forms
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Sendingcontd.
Message writing continued
Each email should end with thanks and regards
If a reply is expected; request for a replycourteously without insisting for it
If there is an attachment, mention clearly which
file has been attached
The name of the file attachment should be clearlymentioned in the message
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Attachments
Brief description of the attached file should be
given in the message
When the attachments are more than one,make a list of all in the message
Brief description of all the files should be
given
When the file size is big, zip it
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Attachmentscontd.
Check before hand with the receiver whether
his Inbox can receive big file
Do not email unnecessary voluminous databefore checking with the receiver
When confidential files are attached inform the
reader before hand over phone and request him
to be present at his desktop
Use passwords for all confidential files
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Attachmentscontd.
Do not type the password in the email message
Call up the specific reader and inform the
password Use passwords which you can remember
Passwords should not be complicated but
should not be simple and obvious to decode Build your own system for passwords and
method to remember
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Addressing
The specific readers id should be typed/
inserted in the To
All other readers which are only forinformation should be under Cc
Do not put all the ids under To unless the
email is for joint reading
If reply is expected only from one reader then
only his id should be under To
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Addressingcontd.
All other readers should be under Cc only
Readers put under Cc are only for
information, to keep them under loop Use of Bcc Blind Carbon Copy
Bcc is used when the sender does not want
to disclose to the recipient, that other peopleare also receiving a copy of the email
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Addressingcontd.
If you are sending an email to multiple people,
put their email addresses in the Bcc field and
your own email address in the To field.
No one likes to share their private email
address with strangers
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Subject
Do not ignore or forget to type the subject in
the subject line
Writing the subject gives the recipient briefand immediate information about the purpose
of the email
Single words like "Hi" or "Hello" or "Help"
are a strict no-no. Think of meaningful but
short titles
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Read NotificationReceipt
Do not request a Read Notification Receipt
unless you really need to know that the email
was opened.
Return Receipts can be thought by the
recipient to be somewhat of an insult -
implying that you don't trust the fact that they
will read it or will respond in a timely fashion
Use Return Receipts only when it is must
and critical
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Replies
Reply promptly to all emails specifically
addressed to you
If you require time to reply send an emailasking for time but do acknowledge
Use Reply All only if your reply is meant for
all the Cc list also
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Repliescontd.
If you are going to quote someone in a reply,
only quote the salient points - not the whole
thing.
If you are going to reply with history, remove
any attachments before sending it.
If you are replying to an email that contained
an attachment, then that means they already
have the file - no need to resend it.
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Forward
Do a Forward only if it is a must and only if
the sender has forgot to include a person in the
mailing list
General emails may be forwarded but it would
do well if the sender is asked before
forwarding his specific email to others
Before forward think whether the entire chain
of emails below is really required to be sent
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Forwardcontd.
Never, forward a "mass mailing" email,
especially anything
claiming to be for someone dying, some new law that is going to make us all pay,
warnings of a virus,
make you rich, etc.
If you feel like it is your duty to send it, then
at least check it out to make sure it is real
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Spell check
Do not hit the Send button without doing a
spell check
An email with spelling mistakes orgrammatical errors indicates that you have
written the message in a casually and may
convey a bad impression
Always read the message before publishing it
to all
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GeneralRules
Do not send -
Jokes, Non business emails, Pictures, Films, video
clips
Personal invitations
Check out the Corporate Policy on sending
personal invites
Do not write an email while you are angry or
in a really bad mood. It would reflect on the
style of your writing
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Savingemails
Save specific, important emails in your
personal folders
All attachments should be saved in yourspecific excel / word / ppt. folders
After saving critical emails outside the mail
box delete such emails
Save your address book too, its useful if the
address file gets corrupted
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Thank You
Happy E-mailing