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Email Etiquette

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Email Etiquette Training from MMM Training Solutions(www.mmmts.com)

Email Etiquette Training from MMM Training Solutions(www.mmmts.com)

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  • 1. Email Etiquette
      • Training Topics:
          • E-Mail Etiquette
            • General etiquette
            • Sending effective messages
            • Form and tone of the messages
            • Responding to messages
            • Organizing the different parts of an email
  • 2. Email Etiquette
    • MMM Training Solutions
    • Contact: Pramila Mathew
    • Mobile: +91 98409 88449
    • Website: www.mmmts.com
  • 3. E-MAIL ETIQUETTE Writing Powerful Messages
  • 4. Parts of an E-Mail
    • Greeting
      • Using a name in the greeting:
        • Ensures recipient that message is for him/her
        • Is a social nicety
        • Develops rapport & connection
        • Creates a more professional impression
      • Deciding on the title:
        • Formal greeting – Use Mr. or Ms.
          • E.g.: “Mr. John Smith” or “Ms. Sager”
        • Informal greeting – Use only first name
          • E.g.: “John”
        • Casual Greeting – Use full name without title
          • E.g. “John Smith”
  • 5. Closing
    • Choice of words:
      • Use “Sincerely” or “Regards”
    • Punctuation in closing:
      • Use comma
      • E.g.: Sincerely, Regards,
    • Details about signature blocks:
      • Best position is at the end of the message.
      • Ideal to use four or fewer lines.
      • Provides ways to “find” you other than replying to the email message.
      • People can trace you even if your message was forwarded.
  • 6. Spacing
    • Spacing the Greeting:
      • Use a double space between the greeting and message.
    • Spacing the Message Body:
      • Sentences within a paragraph are single spaced
      • Use a double space to separate between paragraphs.
      • Do not indent the paragraphs.
      • Use a double space between the last sentence and the closing.
    • Spacing the Closing:
      • Use double space between the closing and the beginning of signature block.
      • Use single space within the signature block.
  • 7. Subject Line
    • How do you ensure that your email is opened?
      • By using a good choice of wording in the subject line.
    • What is the purpose of the subject line?
      • To allow the reader to see at a glance what the message is regarding.
      • It serves as gatekeeper, determining whether the message is viewed by the recipient.
    • How important is the subject line?
      • The subject line is vital! It’s arguably the most important line you write in an email.
  • 8. Replying to Email
    • Two ways to reply :
      • Maintain the “thread”.
        • Use this to reply to the message.
      • Create a new message.
        • Use this when addressing a new topic.
    • 2 reply buttons:
      • “ Reply ”: When you press the “Reply” button, the response goes only to the original sender.
      • “ Reply All ”: When you press the “Reply All” button the response goes to all the people who received the original message.
        • This is only an option if the mail was “CC’d” to others apart from you.
  • 9. CC’s
    • CC’s: stands for Carbon Copy:
      • Decide who needs to get a carbon copy.
      • Sending every email to your superiors to create an impression will only create irritation.
    • Multiple Recipients:
    • When sending group emails:
      • Group all people in the same category under one name.
      • When creating a mail only the name of the group will be visible in the “To” line.
      • This provides privacy to the recipients.
  • 10. Forwarding
    • Disadvantages of Forwarding:
      • Violation of privacy
      • Too many addresses make the message cumbersome
    • 2 options regarding forwarded messages:
      • Forward the message after deleting the list of addresses
      • Copy the information and paste it into a new message window.
  • 11. Contact Information
    • MMM TRAINING SOLUTIONS
    • 59/29, College Road,
    • Nungambakkam, Chennai – 600006.
    • Landline: +91-44-42317735
    • Website: www.mmmts.com
    Pramila Mathew - Training Consultant and Executive Coach Mobile : +91-9840988449 ; E-mail : [email_address] Vikas Vinayachandran - Training Consultant Mobile : +91-9840932894 ; E-mail : [email_address]

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