Email Etiquette

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

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Email Etiquette

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