Email Etiquette

E-Mail Etiquette

E-Mail Etiquette
eti·quette (et ′ i kit, -ket)
The forms, manners, and ceremonies established by convention as acceptable or required in social relations, in a profession, or in official life
It's not so much our own good manners, but making other people feel comfortable.
Proper conduct or manners for producing an e-mail message is called netiquette
Etiquette for the Internet.

E-Mail Etiquette
Keep emote icons to a minimum    
Always use your official email Id to interact with your colleagues/classmates.
Use appropriate names. Some of the user names that are not acceptable are,
Coolguy1990
handsome_hunk
Sanjay.9886899999
jayakrishnan jayakrishnan
Some of the most preferred email id formats
FirstName_SecondName@xyz.com
[email_address]

E-Mail Etiquette USE IT !!
Always Use spell checking.

E-Mail Etiquette
If there are multiple files to be sent as attachments. Zip them !!
Reduces file size
Protects against firewalls stripping attachments
Help group multiple files into various sets.
Also ZIP is preferred over RAR format.

E-Mail Etiquette
Be sure to complete the subject line of the email.
Do not use the following as subjects:
[blank]
Hi , Hey, Hello, How are you?
FW: FW: Re: [Old subject line]
Write short and catchy headlines in the Subject to entice people to read the e-mail.
When no subject is included, some e-mail services deliver the message to junk mail

E-Mail Etiquette
Also, do not capitalize (i.e, ALL UPPERCASE) unless you really mean it.
Capitalizing all letters is considered “shouting” or flaming.
“ CALL ME” and “call me” are interpreted differently by the recipient.

Email Etiquette
CC  Carbon Copy / Courtesy Copy
a feature for sending an original message to the prime recipient and to other interested parties.
When using CC, all recipients see who is receiving the message.
Who qualify to receive a mail in CC ?
Any person who does not directly interfere in the conversation but has to be informed.
Usually reporting managers/superiors are marked in the CC.

Email Etiquette
BCC  Blind Carbon Copy
Addresses are added to the delivery list but not listed in the message data, remaining invisible to other recipients.
BCC recipients will be invisible to other recipients.
When to use the BCC option ?
Plain old secrecy
Copying yourself
Privacy

Email Etiquette
E-mail is an official written document.
Do not write something that you would not say to the recipient in person.
Consider e-mail a formal message, and keep it professional.
Avoid acronyms (abbreviations using the beginning letters of words) because not everyone will know the meaning
BFF = best friends forever
HAGW = have a good weekend

Email Etiquette
REPLY to ALL
Avoid doing a reply to all when mail involves group mail Id’s.
Do not REPLY to ALL for congratulatory mails especially when mailing to superiors.

Email Etiquette
Email Signatures
It is considered good netiquette to keep your signatures short, usually under 6 lines.
Signatures may include ones email id, designation, organization, mailing address, telephone number etc.
Include a quotation only when relevant.
Unacceptable quotations types include,
If you even dream of beating me you'd better wake up and apologize. - Muhammad Ali
Baadlon ki zid thi bizlian giraneki, Humari zid thi aashiyan wanhi bananeki
They keep saying the right person will come along, I think mine got hit by some truck
I'm not old enough to understand girls. I don't think anybody ever gets that old

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Email Etiquette

by Jayanth Jagadeesh

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