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Email etiquette


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Email etiquette

  1. 1. Building bridges not walls
  2. 2. Had an email blast??? Don’t worry we will help you out!!!
  3. 3. • Email is just an ordinary letter or a message to communicate with a person at the other end of the line. • There are different types of emails • Personal, Professional & some other type defined by Email experts. Be it any type, the most important thing while writing a letter or a message is its Etiquette, Manners. • If your message is not conveyed properly its of no use rather it can turn sometimes destructive.
  4. 4. Appropriate Bullets Edit Language Plan Proofread Subject Line Tone
  5. 5. Why should you use email? • Ease of Communication • Its Simple, Fast, Efficient and Versatile • Brings Professionalism,
  6. 6. Email Anatomy Subject Line  An email without a subject line is just as good as a Pizza with o ingredients.  Your subject can answer any of readers’ four key questions: What’s this about? Why should I read this? What’s in this for me? What am I being asked to do?
  7. 7. Ineffective Subject Line Eg: Hi, Meeting, Plans, Congrats etc Effective Subject Line Eg: Meeting is scheduled at 3 PM on 12/7/2013 Ineffective Subject Line Eg: Sales Report, One more thing ….. Ineffective Subject Line Eg: congratulations for successful delivery of Project Examples
  8. 8. Some Important Tips for Subject line  Lead with the main idea Browsers may not display more than first 25-35 characters  Create single-subject messages  Keep track of threads Subject: New Year’s Party Plans (was: New Year-End Bonus Structure)  Double-check the address line before sending.  Insulted by a general email from the boss, an employee sent an angry comment to a colleague (she thought): “Does she think we’re stupid?”  The reply (from her boss): “Yes, I do.”
  9. 9. Email - Body • Greetings • Greetings are very important and are always are good starters to an email which lead your email to a pleasant conversation even if you are handling a project in dispute. • Greetings type: Opinion: Divided • Some say “Hi Steve,” is too informal. • So we adapt it to “Hi Steve, I hope you are doing good”. • For external communication, use same greeting as in letter • For internal communication, some use Myra: Just the name
  10. 10. Some Basic Etiquette Rules • Be concise and to the point: • Answer all questions:
  11. 11. • Use proper spelling, grammar & punctuation:. • Make it personal:. • Use templates for frequently used responses: • Answer swiftly: • Do not attach unnecessary files: • Use proper structure & layout: • Do not forward chain letters: • Do not request delivery and read receipts: • Read the emails before you send it
  12. 12. • Do not ask to recall a message:. • Do not copy a message or attachment without permission: • Do not use email to discuss confidential information:
  13. 13. • Do not overuse the high priority option: • Do not write in CAPITALS: • Take care with abbreviations and emotions: eg :BTW (by the way) and LOL (laugh out loud). • Be careful with formatting: • Take care with rich text and HTML messages:
  14. 14. • Don't leave out the message thread: • Add disclaimers to your emails: • Read the email before you send it: • Do not overuse Reply to All:
  15. 15. • Use a meaningful subject: • Use active instead of passive:. For instance, 'We will process your order today', sounds better than 'Your order will be processed today'. • Avoid using URGENT and IMPORTANT: • Avoid long sentences: Try to keep your sentences to a maximum of 15-20 words. • Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks:
  16. 16. • Don't forward virus hoaxes and chain letters:. • Keep your language gender neutral: • Don't reply to Spam: • Use cc: field sparingly:
  17. 17. Why and How to use BCC? • Why? ▫ Maintain Privacy ▫ To Avoid Spams and Viruses • How? ▫ Outlook, Outlook Express, Windows Mail, Mozilla Thunderbird/Sea Monkey, Yahoo Mail, Gmail (in that order) ▫ Hotmail/Windows Live Mail (if you still use this, do yourself and the world a favour and get a Gmail account)
  18. 18. Which closing?  A Global Agreement  Match greeting in tone  Formal: Sincerely, Best regards, Cordially  Informal: Thanks; All the best, Talk to you later  Use a signature line that gives your name, title, and contact information  Omit a P.S. (if the email is longer than a screen, a postscript could be missed)
  19. 19. Some Important Tips Try not to be a Superman • Balance Formal/Informal  Like our work clothes, the preferred writing style has become business casual.  Avoid extremes  Not too self esteemed  Not too passive  Not too careless or flip
  20. 20.  Avoid Abrupt manner  Brief is good. Blunt is not. Question: Should I pursue an advanced degree? Response 1: No. Response 2: I don’t think an advanced degree would have any effect on your potential for promotion here. • Write Business Casual  Strive for a style somewhere between stuffed-shirt and t-shirt.
  21. 21. References • Available at ▫ Articles ▫ Best practices for email marketing ▫ Grammar help ▫ Test your netiquette • Reference Links ▫ ▫ ▫ tips/business-email-etiquette-rules.html
  22. 22. • If you need any additional information or need some help with Literature you can contact me @ • For lessons on improving your grammar, punctuality and control on your language, feel free to get in touch
  23. 23. Thank You for your patience