Email Etiquettes

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The email etiquettes to be kept in mind. Essential for IT employees.

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Email Etiquettes

  1. 1. Email Etiquettes
  2. 2. Topics <ul><li>Overview </li></ul><ul><li>Know Differences </li></ul><ul><li>Short and to the point </li></ul><ul><li>Subject Line </li></ul><ul><li>Formats </li></ul><ul><li>Signatures </li></ul><ul><li>Attachments </li></ul><ul><li>Use of read receipts and priority </li></ul><ul><li>Best Practices </li></ul>
  3. 3. Overview <ul><li>Email writing has become a large part of modern communication, particularly in business. </li></ul><ul><li>Incredible speed!! </li></ul><ul><li>Due to the ease of use it has the potential to be abused. </li></ul>
  4. 4. Know Differences <ul><li>Bouncing (or redirecting) and forwarding </li></ul><ul><li>Bcc : and Cc: </li></ul>
  5. 5. Short and to the point <ul><li>Short - limit yourself to five or six bullet points or a couple of paragraphs. </li></ul><ul><li>One topic or action point per email. </li></ul><ul><li>Do not send your email to people who don't need to know about it. </li></ul><ul><li>Reply to all ?? </li></ul>
  6. 6. Courtesy and politeness <ul><li>Responding to heated email. </li></ul><ul><li>Flaming - strongly emotional email. </li></ul><ul><li>Use drafts. </li></ul><ul><li>Writing in CAPITALS? </li></ul><ul><li>Smilies?? </li></ul>
  7. 7. Subject line <ul><li>Always include it. </li></ul><ul><li>Meaningful and descriptive. </li></ul><ul><li>Gives clue about mail. </li></ul><ul><li>Finding & prioritising. </li></ul><ul><li>While replying?? </li></ul>
  8. 8. Formats <ul><li>Different mail programs. </li></ul><ul><li>Different platforms. </li></ul><ul><li>Translation becomes a problem. </li></ul><ul><li>What to do? </li></ul><ul><li>Always think about your recipient(s) and what they may be using to read your mail. </li></ul><ul><li>Solution? </li></ul>
  9. 9. Attachments <ul><li>Ask yourself! </li></ul><ul><li>Are they expecting the attachment from you? </li></ul><ul><li>Are you absolutely sure your recipient can read the attached format you are about to send them? </li></ul>
  10. 10. Contd. <ul><li>Don't attach files unnecessarily. </li></ul><ul><li>Viruses check. </li></ul><ul><li>Never send attachments to email lists or to large groups of people. </li></ul><ul><li>Alternative? </li></ul>
  11. 11. Signatures <ul><li>A signature is a short piece of text added to the foot your emails usually containing pertinent contact details about yourself. </li></ul><ul><li>4-6 lines </li></ul><ul><li>Separation from main body of message. </li></ul><ul><li>Include name, position and affiliation within the University and possibly an address and phone. </li></ul>
  12. 12. Contd. <ul><li>It should be plain text only </li></ul><ul><li>No RTF , HTML and certainly no graphics or images. </li></ul><ul><li>Famous or humorous quotes. </li></ul><ul><li>Avoid religious or political statements or anything people may take offense at, especially in your formal signature. </li></ul>
  13. 13. Use of read receipts and priority <ul><li>Don't request a read-receipt - this will almost always annoy your recipient before they have even read your message. </li></ul><ul><li>Don't mark emails high priority or urgent. </li></ul><ul><li>Similarly don't use the words URGENT or IMPORTANT in the subject line of an email. </li></ul><ul><li>What if URGENT ?? </li></ul>
  14. 14. Best practices <ul><li>Don't use credit card information. </li></ul><ul><li>Recommended font - Courier (characters are all the same width). </li></ul><ul><li>Keep your message concise. Remember that the view screen in most e-mail programs shows only approximately one half of a hard-copy page. </li></ul><ul><li>Don't forward ' junk mail'. </li></ul>
  15. 15. Contd. <ul><li>Save longer messages and formal reports for attachments. </li></ul><ul><li>Always fill &quot;To&quot; field at last before sending. </li></ul><ul><li>Don't forget to personalise email. </li></ul><ul><li>Do use spell check and grammar. </li></ul>

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