Presentation On Email Etiquettes

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Presentation on email etiquette

Presentation on email etiquette

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  • 1. Effectiveness of Email Etiquettes Presented by: HR Department |
  • 2. Why do you need email etiquette?  A company needs to implement etiquette rules for the following three reasons  Professionalism: by using proper email language your company will convey a professional image.  Efficiency: emails that get to the point are much more effective than poorly worded emails.  Protection from liability: employee awareness of email risks will protect your company from costly law suits. |
  • 3. Contents  Use Smart Subject Lines  Proper Salutation is necessary  Think Before You Click  Importance of addressing  Importance of Signature  Quality Communications Documents  Importance of Keeping Skype Communication in an Email for future reference and authenticity  Usage of Cc, Bcc and To  Poor Usage Examples by briefing in detail the attached |
  • 4. Poor Usage Examples No subject line |
  • 5. Poor Usage Action required and key points are hidden in the message |
  • 6. From: Sent: To: Subject: XYZ Monday, January 08, 2001 5:46 PM ABC Information Example Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ |
  • 7. Use Smart Subject Lines  All messages should have clear and specific “Subject Lines” that  describes the message content  specifies if there are any actions required & due dates  mentions clearly who the message is for  Subject Line Template: TAG description [actions] [due date] [(EOM)]  If you can type your entire message in the subject line and don‟t 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” |
  • 8. Think Before You Click  Don‟t 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, it‟s time to pick up the phone |
  • 9. Things to be taken care of There are many etiquette guides and many different etiquette rules. Some rules will differ according to the nature of your business and the corporate culture. A list of 19 important email etiquette rules that can be applied to nearly all companies has been explained subsequently. |
  • 10. 19 RULES 1. Be concise and to the point. 2. Use a meaningful subject. 3. Answer all questions, and pre-empt further questions. 4. Use proper spelling, grammar & punctuation. 5. Make it personal /Use proper Salutation. 6. Use templates for frequently used responses. 7. Use proper structure & layout. 8. Answer swiftly. |
  • 11. Cont. 9. Use proper structure & layout. 10. Do not write in CAPITALS. 11. Don't leave out the message thread 12.Take care with abbreviations and emoticons. 13. Be careful with formatting. 14. Do not use email to discuss confidential information 15. Use active instead of passive 16. Take advantage of signatures and email templates |
  • 12. Cont. 17. Check it twice before you send 18. Use cc: field sparingly. 19. Tone of communication |
  • 13. 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 or underline font style Keep the size of the font visible and constant Paragraph and line spacing should be legitimate and visually appealing Avoid short forms or slang (e.g. „u‟ instead of „you‟, „y‟ instead of „why‟, „r‟ instead of „are‟, etc.) |
  • 14. Email Abbreviations Some Abbreviations are necessary during emails which are as under,           FYI - For your information PFA - please find attached EOD - End Of the Day SPOC - Single Point Of Contact P.S - Post Scriptum ASAP - As Soon As Possible EE: Effort Estimation QA: Quality Assurance SOW: Scope/Statement Of Work HTH: Hope that helps |
  • 15. Thank You Happy Mailing |