Email Etiquettes 860

8/8/2019 Email Etiquettes 860

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EmailEtiquettes


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Donts

Caps

Look at your keyboard. The key marked CapsLock keep it off while typing the email. Exceptfor the normal use of capitals, proper nouns, to

start a sentence, etc.Use Lower case as it is a polite and easier toread. Capitals are extremely rude in electronicmedia and seems like shouting in a verbalconversation.

Use proper fonts and avoid the colorful designsand tables if the email is business approach. Thepictures too takes time downloading.


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Donts

Signatures

Attach a signature to the end of each message yousend via email. Name of business, contact

information, url and marketing slogan. Try to be

simple


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Donts

Grammar and punctuation

Dont type in big mass of text. Divide in paragraphsand use applicable punctuation, commas, etc.

Check spellings too.


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Donts

Quoting

Most email programs make it easy to include textfrom the message you're responding to. This isuseful because it puts your reply into context andgives the recipient an idea of what you are talkingabout.

Observe the guidelines: Set up your program toinsert Quote headers so that the original messagecan be clearly distinguished from the reply message.

Leave a blank line between quotes and replies.Quote only to relevant portion of the message youare replying to.

A quote of more than 10 lines is too much


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Donts

Avoid Chat language

Do not use Neways, b4 or kewl as they seemirritating in regular email business mails. In

friendship mails, all's fine as far as the right

meaning is understood by the reader.


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Donts

Use Subject Line

Use the subject line intelligently saying about the

topic of the email. Message that can be easily read

and matter clear.


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Use Smart Subject Lines

All messages should have clear and specific Subject Linesthat

describes the message content

specifies if there are any actions required & due dates

mentions clearly who the message is for.

If you can type your entire message in the subject line and

dont need to write anything in the body of the message - do

so!

Type (EOM) at the end of the subject line. EOM means end of

message


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Too many messages are floating around Half are unnecessary

The other half are ineffective

Fixing the problem lies on our shoulders

Limit the length of the Message: Disk quota is

allotted to each user and so, limit the length of the

message instead of prolonging the email.


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Think Before You Click

Dont automatically REPLY TO ALL.

Take one last look at your distribution list is this

email necessary for all recipients. Once the email discussion goes beyond 2-3 replies

anyway, its time to pick up the phone


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Poor Usage

Discussion that could have been done on theDiscussion that could have been done on the

phonephone


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Circulation of forwards. Dont send each and every

forwards to all. Especially the long emailed list

forwarded jokes or pictures are irritating and arenot welcoming.

Dont assume everyone wants to receive your fiveMB files on jokes.


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Spamming

Spamming is the electronic equivalent of junk mail.Sending information about yourself / services youoffer to people who have not interest in it. In theonline world, its a taboo and can result in no usemail junks


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Chain Letters

These are forbidden on the electronic mail networksas they unnecessarily load the system and interferes

with the delivery of other messages. If chain lettersare received, they can be sent to service providerswho can suspend the offenders account. One canalso report to abuse for unwanted mails likeharassing, filthy talk, etc.

Know the Spam Rules.


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What do they mean?

Caps Shouting/Yelling/Needs Immediate

Attention

Flagged Messages Important emails which need a

follow up, you can flag them


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Write For Action

In the first 1-3 lines of your email, specifywhat this email is about.

Does it include action required?

Does it require a reply back by a certain

date? What information is contained that the

reader will find necessary for their job?

Use the To: and Cc: addresses appropriately


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Reducing the Load

Overloaded system & recipient Use text messages every time you can

Status Reports, Meeting Minutes, TripReports, Simple Proposals

Use formatted documents when necessary Spreadsheets, presentations, formal

documents

Stop replies before they start

If a reply is not required, end yourmessage with (Reply Not Necessary)


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Quality Communications

Email is not the right communication toolwhen quick response is needed

Use email to convey non-sensitive or non-

emotional information


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Quality Communications

If an email discussion doesnt end in1-2 replies and get the results that

are necessary STOP

Ask yourself, are you sharing

expertise, or just venting Constructive confrontation or

disagreements do NOT get resolved

in email


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Recommended Standards

Recommended Subject Line Tags:

URG - Stop everything, read mefirst

HOT - Need immediate attention RSP - Need you to respond,

either way

MTG - New/modified meetings

FWD - Forward to your respective

group(s)

HLP - Need information,assistance with a problem

FYI - Just for your information

ACT - Needs action


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Rules:

No outlook templates or pretty stationary"

when sending/replying messages

Reply to sender only. Only "Reply to All"when absolutely necessary

PowerPoint Files: Zip all attachments.

Large files; use shared server or websites

When possible, short messages should be

written in the subject line, with the EOM

tag


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Rules:

No discussions in email. When people start

"talking" in email, please stop

Carbon Copy your manager if you really

need to

Do not use UPPER case alphabets unlessusing it as a title. This gives a negative

connotation (looks like you are yelling

those words)


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General Tips

Use Follow Up Flags.

If you find you are on a distribution list

you dont need to be on

send a note to the originator to beremoved.

If you get involved in an email discussion

that you dont need to be in ask to be taken off the distribution.


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While forwarding the message delete the list of

email addresses if not necessary

If you see someone else practicing bad email

etiquette

send a friendly note and ask them to correct it


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General Tips

Incoming Email Tips:

Process your email in batches

Dont overreact to nuance in email


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General Tips

Font:

Use standard font throughout the message content

Avoid colored fonts in a professional email

Be very specific with the use of bold, italic orunderline font style

Keep the size of the font visible and constant

Paragraph and line spacing should be legitimate andvisually appealing

Avoid short forms or slang (e.g. u instead of you,y instead of why, r instead of are, etc)


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Questions & Comments


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Thank YouThank You

Email Etiquettes 860

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