email etiquette
TRANSCRIPT
Email Etiquette
Email etiquette refers to the principles of behavior that one
should use when writing or answering email messages.
Importance of Email Etiquette
We need to implement etiquette rules for three reasons
Professionalism Efficiency
Protection
from liability
Rules of Email Etiquette (Continued)
• Send Only Clear and Concise Emails
• Don’t leave out of your subject line
• Use proper structure and format
• Respond Timely to Emails Received
• Use Out-of-Office Email Tools
• Don’t overuse “High Importance’’
• Do not use “Replay to all” by default
Rules of Email Etiquette
• Keep Business and Personal Emails
Separate
• Choose Professional Email Account Names
• Don’t copy a message or attachment without
permission
• Use email when it is needed
• Be Sensitive and Approachable
• Don’t use unnecessary file
• Read over before you send Email
Send Only Clear and Concise
Emails
Avoid long winded
Avoid
irrelevant contain
Use
spelling
and grammar
Ask for
information
to readers
Don’t leave out of your
subject line
• Never leave the subject line of an email blank.
• Always use a subject line that adequately reflects
the contents of your email.
Use proper structure and format
• Keep all emails professional looking.
• Don’t use multicolored fonts and pictures for backgrounds.
• Use company logo and signature.
Example: Mobser Alam
Manager, Digital & Social Media
Mobile: +880 1673 412 108
Email: [email protected]
• short paragraphs and blank lines between each paragraph.
Respond Timely to Emails
Received
• Don't make people wait for reply email
• Respond promptly with a clear and concise reply
• If need more time let sender acknowledged
Use Out-of-Office Email Tools
• If out of office use the email system's out-of-
office tool to automatically respond to incoming
email.
• Make sure your automated reply tells the sender
when they can expect a reply.
Don’t over use
"High Importance“
• Most email systems allows to flag an email as
"High Importance" or "Rush".
• Make standard use of email flag that all your emails
receive.
• Eventually recipients also can get "importance"
flag.
Flag
Do not use “Replay to all” by
default
• Don't instinctively click the "Reply All" button for
every email that reply to.
• Consider the subject at hand and decide
who needs to read your reply.
• Always responding to everyone will quickly earn you
a reputation as a "business spammer" and people
will not read any of your emails.
Keep Business and Personal
Emails Separate
• Do not use your business email for personal
correspondence.
• Even if you own your own business, it is a good
idea to have two separate email accounts.
Choose Professional Email Account Name
• When creating an email account name always use
your own name as part of the email address.
For example:
• Avoid nicknames, handles and monikers.
For example:
Do not copy a message or
attachment without permission
• Do not copy a message or
attachment belonging to another
user without permission of the
originator.
• If permission isn’t ask first, it might
be infringing on copyright laws.
Do not copy a message or
attachment without permission
If permission isn’t asked first, it might be infringing on copyright laws.
Use email when it is needed
• Don't use email as default communication tool.
• Remember that not all messages are
appropriate for email.
• Sometimes a short telephone call or a brief
office visit is more appropriate.
Be Sensitive and Approachable
• Keep your language gender neutral
• Think about how the other person will
react to your email.
• Never use email to terminate a
relationship or contract.
• In professional business correspondence,
always include a signature line that gives
alternate ways to contact you.
Don’t use unnecessary file
• You never know how or where your recipient will be accessing their email.
• If you need to send a large file, contact the person first and ask them how they would like to receive the file.
Read over before you send
• Take a moment and consider what is sending in the email before press the "send" button.
– Is it something that should not be sent in an e-mail?
– Is it of a personal nature and not appropriate to use the company's email system?
– Is there a chance that you may regret sending this e-mail at a later date?
• If so, press the "delete" button instead.
