E-mail Etiquettes

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E-mail Etiquettes

  1. 1. By Neelima Roy DMS, Pondicherry University
  2. 2. Why e-mails are important? <ul><li>Globalization </li></ul><ul><li>Used for both formal and informal communication </li></ul><ul><li>Important for growth of any organization </li></ul><ul><li>Helps in competing with other organizations </li></ul><ul><li>Could enquire fast using e-mails </li></ul><ul><li>Business needs </li></ul>
  3. 3. Basic e-mail etiquettes <ul><li>Should be crisp and clear </li></ul><ul><li>Should not exceed more than 10 lines(generally, exceptions always exist) </li></ul><ul><li>Should have: </li></ul><ul><ul><li>To </li></ul></ul><ul><ul><li>Subject line </li></ul></ul><ul><ul><li>Body of the e-mail </li></ul></ul>
  4. 6. <ul><li>Subject line should be clear </li></ul><ul><li>Writing in red color letters, italics and underline means emphasis/ importance </li></ul><ul><li>Writing in uppercase means yelling at the receiver </li></ul><ul><li>If have an attachment then mention it in the body of the e-mail </li></ul>
  5. 8. <ul><ul><li>Cc- Carbon copy </li></ul></ul><ul><ul><li>When send a message- To and Cc : </li></ul></ul><ul><ul><ul><li>Both the original recipient and all the recipients of the carbon copies see the To: and Cc: fields </li></ul></ul></ul><ul><ul><li>Bcc- Blind carbon copy </li></ul></ul><ul><ul><li>When send a message to Bcc : </li></ul></ul><ul><ul><ul><li>Neither Bcc itself nor the email addresses in it appear in any of the copies </li></ul></ul></ul>
  6. 9. <ul><li>Salutation(formal e-mails) </li></ul><ul><ul><li>Older person: dear </li></ul></ul><ul><ul><li>Boss: dear/ by first or second name(as preferred) </li></ul></ul><ul><ul><li>Peers- dear/ by first or second name(as preferred) </li></ul></ul><ul><ul><li>Add a note or comment at the end of the body of the e-mail </li></ul></ul>
  7. 10. <ul><ul><ul><li>When you click Reply button- sends reply only to the persons in: </li></ul></ul></ul><ul><ul><li>To </li></ul></ul><ul><ul><ul><li>When you click Reply to all button- sends reply persons in: </li></ul></ul></ul><ul><ul><li>To, Cc and Bcc </li></ul></ul>
  8. 11. <ul><ul><li>When you ask/ request for something follow the given example: </li></ul></ul><ul><ul><li>E.g., </li></ul></ul><ul><ul><ul><li>Give me the status- wrong </li></ul></ul></ul><ul><ul><ul><li>Please provide me/ let me know the status- right </li></ul></ul></ul>
  9. 12. <ul><ul><li>Should not use smilies in the message </li></ul></ul><ul><ul><li>Should not use unnecessary special characters/ symbols in the message </li></ul></ul>
  10. 13. Advantages <ul><li>Fast transfer of information </li></ul><ul><li>No geographical barriers </li></ul><ul><li>Saves time </li></ul><ul><li>Easy to use </li></ul><ul><li>E- marketing </li></ul>
  11. 14. Disadvantages <ul><li>Lack of knowledge(how to use e-mail for communication) may turn into misleading result </li></ul><ul><li>Security threat(hacking, viruses, etc.) </li></ul>
  12. 15. Security Measures

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