Email etiquette 1


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Email etiquette 1

  1. 1. What is Etiquette? Set of rules or customs which control acceptedbehavior in particular socialgroups or social situations
  2. 2. Why is email etiquette important? We all interact with the printed word asthough it has a personality and that personalitymakes positive and negative impressions uponus. Without immediate feedback your documentcan easily be misinterpreted by your reader, so itis crucial that you follow the basic rules ofetiquette to construct an appropriate tone.
  3. 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 thepotential to sabotage your reputation both personally and professionally.
  4. 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. 5. TIPS FOR PERFECTINGYOURE-MAIL ETIQUETTE Be clear in your subject line - its 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. 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. 7.  Dont "e-mail angry - E-mailing with bad news, expressing anger, reprimanding someone, disparaging other people in e- mails are all major no-nos.  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. 8.  Dont 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. 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 dont, why send it? Take time to send your messages to the right people.  Beware of the "reply all."
  10. 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. 11.  Evaluate the importance of your e-mail. Dont 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. 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 youre  asking. You should state the purpose of the e-mail within  the first two sentences. 
  13. 13.   Know your audience. Your e-mail greeting and  sign-off should be consistent with the level of  respect and formality of the person youre  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. 
  14. 14. ANY QUESTIONS?
  15. 15. THANK YOU!