What’s my purpose?

Am I organized?

Who am I writing this to?

It is important that whether for business or personal use that you follow the

basics of email etiquette.

Email etiquette is important because it is what makes an email important and worth reading for the recipient. When an email is poorly made and lacks etiquette, recipients will only be bothered by the email and will not be able to grasp the idea or meaning of the message. This is very important especially when it comes to emails for business purposes

How to write an e-mail?

STEP 1. To, Cc and Bcc

To

The people you are indirectly addressing.Cc

Bcc

The people you are directly addressing.

Same as Cc, but no one see this address.

The addresses in the 'Bcc' are like 'Cc' except that the addresses in 'To' and 'Cc' do not know that the addresses

in the 'Bcc' are included in the conversation.

Common Mistakes

Some people have no idea that Cc exists. Few never read the names of the people who receive a copy of an e-mail. Few just copy the mail to everyone in their address book whether its relevant or not.

STEP2. Subject

Subject What the e-mail is all about.

When writing a professional email, it is important to use a concise and clear subject.

This field should accurately reflects the content of your email.

Do not say "Hi". Do not be wordy. Do not respond without giving context. Do not be vague or general.

Be Specific. Be focused, clear & informative. Summarize the message.

Examples of weak subjects

Examples of strong subject

[blank]

Hi, Hello, How are you?

First line of the email message

Words to avoid: Help, Percent Off, Reminder, Free

Invitation to the ABC Conference, Nov 2009

Agenda for the meeting on Monday, 10am

Party Invitation for John, Sally and Martin

Updates on the building plans

Meeting scheduled for Oct 15, Thursday @ 10am

STEP 3. Salutation

Use a proper salutation Addressing the recipient by name is preferred. Use the person's title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon.

Optionally, you can precede the salutation with "Dear..." (but "Hello..." is acceptable as well).

Using a last name is more formal and should be used unless you are on first-name terms with the recipient.

If you don't know the name of the person you're writing to (but you really should try and find one) use "Dear Sir/Madam" followed by a colon.

STEP 4. Ways to begin an email

Opening lines: Why do we need an opening line in a business letter or formal email?- To give your introduction- To make reference to previous correspondence- To say how you found the recipient's name/address - To say why you are writing to the recipient.

Examples of Opening Lines With reference to your letter of 8 June, I ... I am writing to enquire about ... After having seen your advertisement in ... , I would like.. After having received your address from ... , I ... I received your address from ... and would like ... We/I recently wrote to you about ... Thank you for your letter of 8 May.

STEP 5. Main Message

Taking the time to communicate with clarity is time well spent. Complete, correctly structured and capitalized sentences that reflect proper grammar and punctuation are crucial to your message. Typing in all lower case or all caps does not lend to easy communications and gives the impression you are either lazy or illiterate. Review and spell-check every message before clicking Send.

STEP 6. Signature

Keep your email signature short, not more than 5 lines Use the standard email signature delimiter. Sign with your full name. Write your job title You can also add any blog or website belongs to you.

Things to consider before sending your email.

Take Another Look Before You Send a Message.

Do Not Default to "Reply All“.

Clean Up Emails Before Forwarding Them.

Talk About One Subject per Email Message Only.

Do not overuse abbreviations .

Do not send confidential information.

Use correct spelling and grammar.

Punctuation Matters; in Emails Too.

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