10 commandments -_for_effective_e_mail_communication

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Comunicación y Gerencia 10 10 Commandmen Commandmen ts ts For effectvie eMail communication For effectvie eMail communication

Transcript of 10 commandments -_for_effective_e_mail_communication

Page 1: 10 commandments -_for_effective_e_mail_communication

Comunicación y Gerencia

10 10 CommandmenCommandmen

tstsFor effectvie eMail communicationFor effectvie eMail communication

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“Etiquette is a sensitive awareness of the feelings of others. If you have that awareness, you have good etiquette”

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Be concise and to the pointBe concise and to the point

Do not make an e-mail longer than it needs to be. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.

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Answer al l questions, and Answer al l questions, and pre-empt further questionspre-empt further questions

An email reply must answer al l questions, and pre-empt further questions –if you are able to pre-empt relevant questions, your customer wi l l be grateful and impressed with your eff icient and thoughtful customer service.

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Use proper spell ing, Use proper spell ing, grammar & punctuationgrammar & punctuation

This is important for conveying the message properly. Mistakes wi l l distract the readers and can even change the meaning of the text. Your program has a spell checking option, why not use it?

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Do not attach Do not attach unnecessary fi lesunnecessary fi les

By sending large attachments you may clog the recipients e-mail system. Only send attachments when they are essential . Ensure that the attachments are scanned for viruses before sending.

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Do not overuse Do not overuse Reply to AllReply to All

Only use Reply to All if you real ly need your message to be seen by each person who received the original message.Take extra care when the reply contains eMail groups as eMail group consist of many email IDs.

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Use a meaningful Use a meaningful subjectsubject

Try to use a subject l ine that is meaningful and conveys the purpose of the mail .

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Avoid using “Urgent” Avoid using “Urgent” and “Important”and “Important”

You must at al l t imes try to avoid these types of words in an email or subject l ine. Only use this if it is a real ly, real ly urgent or an important message.

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Avoid long sentencesAvoid long sentences

•Try to keep your sentences to a maximum of 15-20 words as far as possible.

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Do not write in Do not write in “CAPITALS” “CAPITALS”

IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response. Therefore, try not to send any email text in capitals.

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Use cc: Use cc: f ield sparinglyfield sparingly

•CC: f ield is to be used for recipients who are supposed to be informed about the communication in the mail . But are not expected to act on it . When responding to a cc: message, include only those persons who need to be a part of the communication.

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ThankThank YouYou…