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What is Etiquette?


 Set of rules or customs
  which control accepted
behavior in particular social
groups or social situations
Why is email etiquette important?

 We all interact with the printed word as
though it has a personality and that personality
makes positive and negative impressions upon
us.

 Without immediate feedback your document
can easily be misinterpreted by your reader, so it
is crucial that you follow the basic rules of
etiquette to construct an appropriate tone.
Your e-mail is a reflection of you.

   Every e-mail you send adds to, or detracts from
    your reputation. your e-mail behavior has the
potential to sabotage your reputation both personally
                  and professionally.
GENERAL FORMAT: THE BASICS
 Write a salutation for    Use caps only when
  each new subject           appropriate.
 Try to keep the email     Formal your for plain
  brief.                     text rather than
 Check for                  HTML
  punctuation, spelling     Use a font that has a
  and Grammatical            professional or neutral
  mistakes.                  look.
 Write in a positive       Use contradictions to
  tone.                      add a friendly
                             tone(don’t , won’t)
TIPS FOR PERFECTING
YOUR
E-MAIL ETIQUETTE

   Be clear in your subject line - it's crucial that
    your subject line gets to the point.

   Briefly introduce yourself - Do not assume
    the person receiving your e-mail knows
    who you are, or remembers meeting you.
 Use  exclamation points sparingly - The maximum
  number of exclamation points in a business e-mail?
  One. Otherwise, you risk looking childish and
  unprofessional.
 Respond in a timely fashion - Depending on the
  nature of the e-mail and the sender, responding within
  24 to 48 hours is acceptable. 
   Don't "e-mail angry - E-mailing with bad
    news, expressing anger, reprimanding
    someone, disparaging other people in e-
    mails are all major no-no's. 

 Avoid     using shortcuts to real
    words, emoticons, jargon, or slang -
    "4 u" (instead of "for you"), "Gr8" (for
    great) in business-related e-mail is not
    acceptable. 
   Don't get mistaken for Spam. Avoid subject
    lines that are in all caps, all lower case, and
    those that include URLs and exclamation
    points – which tend to look like Spam to the
    recipient.


   Provide a warning when sending large
    attachments. 
   Send or copy others only on a need to know
    basis. Before you click Reply All or put
    names on the Cc or Bcc lines, ask yourself if
    all the recipients need the information in
    your message. If they don't, why send it?
    Take time to send your messages to the
    right people. 
   Beware of the "reply all."
   Do not hit the Send button without doing a spell
    check. An email with spelling mistakes or
    grammatical errors indicate that you have written
    the message in a non-serious mood and may convey
    a bad impression. 
   Evaluate the importance of your e-mail. Don't
    overuse the high priority option. If you overuse this
    feature, few people will take it seriously. A better
    solution is to use descriptive subject lines that
    explain exactly what a message is about.
   Keep it short and get to the point. - use bullet points. The 
    person reading your e-mail should not have to dig through 
    several paragraphs in order to figure out what you're 
    asking. You should state the purpose of the e-mail within 
    the first two sentences. 
    Know your audience. Your e-mail greeting and 
 sign-off should be consistent with the level of 
 respect and formality of the person you're 
 communicating with. Also, write for the person 
 who will be reading it – if they tend to be very 
 polite and formal, write in that language.
 Always include a signature. 
ANY QUESTIONS?
THANK YOU!

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Etiquette Rules for Email

  • 1. What is Etiquette?  Set of rules or customs which control accepted behavior in particular social groups or social situations
  • 2. Why is email etiquette important?  We all interact with the printed word as though it has a personality and that personality makes positive and negative impressions upon us.  Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial that you follow the basic rules of etiquette to construct an appropriate tone.
  • 3. Your e-mail is a reflection of you.  Every e-mail you send adds to, or detracts from your reputation. your e-mail behavior has the potential to sabotage your reputation both personally and professionally.
  • 4. GENERAL FORMAT: THE BASICS  Write a salutation for  Use caps only when each new subject appropriate.  Try to keep the email  Formal your for plain brief. text rather than  Check for HTML punctuation, spelling  Use a font that has a and Grammatical professional or neutral mistakes. look.  Write in a positive  Use contradictions to tone. add a friendly tone(don’t , won’t)
  • 5. TIPS FOR PERFECTING YOUR E-MAIL ETIQUETTE  Be clear in your subject line - it's crucial that your subject line gets to the point.  Briefly introduce yourself - Do not assume the person receiving your e-mail knows who you are, or remembers meeting you.
  • 6.  Use exclamation points sparingly - The maximum number of exclamation points in a business e-mail? One. Otherwise, you risk looking childish and unprofessional.  Respond in a timely fashion - Depending on the nature of the e-mail and the sender, responding within 24 to 48 hours is acceptable. 
  • 7. Don't "e-mail angry - E-mailing with bad news, expressing anger, reprimanding someone, disparaging other people in e- mails are all major no-no's.   Avoid using shortcuts to real words, emoticons, jargon, or slang - "4 u" (instead of "for you"), "Gr8" (for great) in business-related e-mail is not acceptable. 
  • 8. Don't get mistaken for Spam. Avoid subject lines that are in all caps, all lower case, and those that include URLs and exclamation points – which tend to look like Spam to the recipient.  Provide a warning when sending large attachments. 
  • 9. Send or copy others only on a need to know basis. Before you click Reply All or put names on the Cc or Bcc lines, ask yourself if all the recipients need the information in your message. If they don't, why send it? Take time to send your messages to the right people.   Beware of the "reply all."
  • 10. Do not hit the Send button without doing a spell check. An email with spelling mistakes or grammatical errors indicate that you have written the message in a non-serious mood and may convey a bad impression. 
  • 11. Evaluate the importance of your e-mail. Don't overuse the high priority option. If you overuse this feature, few people will take it seriously. A better solution is to use descriptive subject lines that explain exactly what a message is about.
  • 12. Keep it short and get to the point. - use bullet points. The  person reading your e-mail should not have to dig through  several paragraphs in order to figure out what you're  asking. You should state the purpose of the e-mail within  the first two sentences. 
  • 13.  Know your audience. Your e-mail greeting and  sign-off should be consistent with the level of  respect and formality of the person you're  communicating with. Also, write for the person  who will be reading it – if they tend to be very  polite and formal, write in that language.  Always include a signature.