INSIGHTS,IDEAS

&SUGGESTIONS.

Email Etiquettes - Basics

Overview

What is E-mail and E-mail EtiquetteWhy and How to Make an Effective E-MailBasic Rules of Email CommunicationFew common email habits that cause

problemsStructure of E-MailE-Mail Do’s and Don’tsSome other important aspectsActivity and Visual InformationDiscussion

What is E-mail and E-mail Etiquette

Email - Text-based mail electronically sent from one person to

another.It waits for You.It is One-to-One and One-to-Many Communication and

almost Free.

Email Etiquette –It refers to the principles of behaviour that one should

use when writing or answering E-mails.E-mail is less personal than a phone or in-person

conversation but quicker to send than a letter, it is possible for serious breaches of manners to take place.

Why this Etiquette Di?(Read – why this Kolaveri Di!)

One, to remain professional in company communications. You never know who may intercept your mail.

Second, emails that are to the point and easy to read are more efficient.

Lastly, employees that understand email etiquette are less likely to put the company at risk.

Why & How to make an effective E-Mail

Why to have good E-mail Etiquette –Helps you create a good impression on the

receiver.Higher possibility of you getting the response

you want!

How to make an Effective E-Mail –Selecting the Right Audience/ Receiver.Composing Your Messages Correctly.

Basic Rules of Email Communication - 1

Be sure to include the following: - Proper subject line

- Greeting- Introduction (if necessary)- Request- Thank you/closing remark- Signature

Remember that direct language can sound harsher in emails than in person.

Use proper written, not spoken, language.

Basic Rules of Email Communication - 2

Choose your words carefully.Assume everything you write is a public

document.Avoid talking about other people in an email

message.If your message includes a request, always

close with a thank you to the recipient for considering it.

Do not expect or demand an immediate response.

Reread your message before sending it and rephrase if necessary.

Basic Rules of Email Communication - 3

If you receive a confusing or unclear email message -- give the writer the benefit of the doubt.- politely ask for clarification- suggest discussing the matter in person.

Be thoughtful and respectful in what you write.Use proper grammar and sentence structure.

Spell-check your message!Do not assume that the reader will “get” the

joke/ understand sarcasm.

Few common E-Mail habits that cause Problems

1. Changing the topic without changing the subject.

2. Including multiple subjects

3. Misaddressed recipients

4. Displaying addresses of recipients who are strangers to each other.

5. Replying vs. forwarding

Structure of E-Mail - 1

1. Addressing2. Subject3. Message Text4. Attachments5. Signature

Structure of E-Mail - 2

1. Addressing –

It’s the address of the recipient.

Use BCC to protect Email addresses unless everyone knows each other.

Structure of E-Mail – 3a

2. Subject – • Precise headline for the message• Makes easier to handle of E-MAIL• Avoid sending e-mail with No subject

Structure of E-Mail – 3b

2. Subject – Ineffective subject lines:Subject:

Hi rescheduling.

Help!!

Reminder…..

Few Questions...........

Yay Congrats…..

Structure of E-Mail - 4

2. Subject – Effective subject lines

Subject:Party planning - Meeting rescheduled to 3pm TomorrowHelp: I can’t find the draft for the Mr. Smith’s PaperReminder: peer-review articles due tomorrow (3/30)Questions about Sociology 210 projectCongratulations to Jennifer for winning Nobel Prize

Structure of E-Mail - 5

3. Message Text - Keep the message focused, readable & ShortUse paragraphsAvoid fancy typefacesUse * * to highlight text if you mustWrite in standard professional English with

Capitalization and correct spellingIdentify yourself clearly to cold contacts.

Hello, I am…The reason I am writing… Hello, so-in-so suggested I contact you

Structure of E-Mail - 6

4. AttachmentsUse Carefully.Cut and paste relevant parts of attachment

into text of Email.Use URL links instead.

http://www.vamaship.com/ gives the best service in Logistics.

Structure of E-Mail - 7

5. SignatureUse an appropriate signatureBrief (4-5 lines)Informative: provide all contact informationProfessional: do not include pictures, quotes,

animations (Unless required)

E-mail Do’s and Don’ts - 1

Threads – Multiple replies can get out of hand. Continue them to maintain the tread. When they start to drift start a new thread with explanation.

Forwarding – Try and Avoid chain letters it annoys most

peopleWait for the Reply.Take Care with Abbreviation and EmoticonsWrite, but don’t send without checking the

written Details.Don’t reply at all and let them wonder.

E-mail Do’s and Don’ts - 2

Offer to speak by phone or in person; Email is not a good tool for “clearing the Confusion which is already OR will be caused.”

DO NOT WRITE EVERTHING IN CAPITAL LETTERS.

Never say in Email what you wouldn’t say in person or would not like to see in the press or defend in court

Once you hit “Send” you have lost control of the Email

You can never be certain that it was erased from all locations. Think of all Email as Permanent.

Some other Important Aspects

• Never include personal or financial info in an Email• Install a good security suite on your personal computer• Have a separate free Email account for newsletters,

white paper registration, etc.• Delete browser history, cache, cookies, user IDs and

passwords after using a public Internet connection• Back up your Email.

Activity and Visual InformationActivity – Situation based – Sai is sending a frustrated email to Ahmed about a product received from Ray. This product was not sent in the condition which was promised to Sai. Write an appropriate reply to Sai, with the details learned earlier.Visual information –

Emailing in Real Life :https://www.youtube.com/watch?v=HTgYHHKs0Zw Before You Hit "Send“https://www.youtube.com/watch?v=fq5ahx7kyQI

Sources

http://www.itbusinessedge.com/slideshows/show.aspx?c=83033

http://www.netmanners.com/e-mail-etiquette-tips/

https://owl.english.purdue.edu/owl/resource/636/01/

http://www.businessinsider.com/email-etiquette-rules-every-professional-needs-to-know-2016-1?IR=T/#1-include-a-clear-direct-subject-line-1

Discussion

Thank you for your Valuable Time.

Please let the Questions Roll!