Institute of Management
“Basic E-mail Etiquettes”
Clear Subject Line.
Easy to categorize.
Keep content of message relevant.
Remember to change the subject
line when changing the topic.
5. Do a self review and if possible, get
it reviewed by peers.
Basic E-mail Etiquettes contd.
6.Check whether message needs to be
replied to all.
7.Misaddressed recipients e.g.
Ramesh@xyz.com , Ramesh1@xyz.com
8.Generally accepted e-mail jargons
1- fyi – for your information
2- fyia - for your information and action
• Limit to who really needs to know.
• Make it clear in text who has action
and who is info addressee.
• Use BCC to protect Email addresses
unless everyone knows each other.
• Use address book with mail groups &
– Use auto fill as many addresses can be
– A template message can be saved as
drafts which is used often for different
recipients e.g. Birthday Wishes.It can
be edited as per the requirement.
• Informal Communication before
• Fill in addresses last to avoid sending
an incomplete Email by mistake.
• Headline (think newspaper).
• Make it easy for recipients to triage
your Email and find it later.
• Don’t “Reply All” to a message to grab
addressees without changing subject.
• Keep the message focused and readable.
• Keep it short.
• Use short, respectable ,positive sentences
in active voice.
Message Text (contd.)
• Identify yourself clearly to cold
– Hello, I am…The reason I am writing…
– Hello, so-in-so suggested I contact you…
• Write in standard professional
English with correct spelling.
• Use sparingly.
• Cut and paste relevant parts of
attachment into text of Email.
• Check attachment before clicking on ‘Send’
• Include (if you want people to contact you)
Signature Line (contd.)
• Keep only relavent details like ,
mailid, designation,team and location.
– Multiple replies can get out of hand, but
continue them to maintain the tread.
– When they start to drift start a new thread
• Forwarding stuff, e.g., chain letters
– Avoid; annoys most people.
– Use BCC to hide your address list.
• Organize Email into folders. E.g. Friends,
Family, Office , HR , Operations etc.