official email etiquettes by rahul shrestha. basic guideliness that will help in official emailing

1. EMAIL
ETIQUETTES
Rahul Shrestha

2. WHAT IS AN E-MAIL?
• Text based mail sent via computer
• Much more immediate
• It is one to many and is almost free
• One way communication

3. E-MAIL ETIQUETTE
• Principle or Behavior
• Because e-mail is less personal
• Mistakes that could be harmful in professional interaction.

4. IMPORTANCE
• Professionalism
• Efficiency
• Protection from liability

5. STRUCTURE OF E-MAIL
• Addressing
• Subject
• Message Text
• Attachment
• Signature

6. Addressing
• It is the address of recipients.
• To whom the email needs to be sent.
• It includes To: , Cc: , Bcc:

7. Subject
• Precise headline of the message
• Receiver reads the subject before opening e-mail
• Keep it short, to the point
• Should describes what the email is about

8. Message Text
• Main body of e-mail
• Always start with a salutation like “Dear Sir” or “Dear
Ma’am”
• Keep it short
• Use bullets. If not, different small paragraphs are better
• Be careful about the grammar, punctuation

9. Attachment
• Outside file that conveys the details of the email
• Don’t attach unnecessary files
• Better to use hyperlink instead

10. Signature
• Should be brief (3-4 lines)
• Should provide all ta contact information
• Never include pictures, animations, etc.

11. DOs and DON’Ts
• DO: Check before clicking “Send”
• DO: Keep the inbox clean
• DO: Use Skype for excess conversation
• DO: Use active voice rather than passive
• DO: Wait

12. Contd..
• DON’T: Abbree…. I mean Abbreviate.
• DON’T: !!!!!!!!
• DON’T:  or 
• DON’T: Use CAPITAL LETTERS
• DON’T: Avoid using negative words
• DON’T: Use fancy font types and color

13. COMMON ERRORS
• Changing the topic without changing the subject
• Including multiple subjects
• Misaddressed recipients
• Displaying addresses of recipients who are stranger to each
other
• Replying vs Forwarding

15. “YOUR E-MAIL IS A REFLECTION OF
YOU”
THANK YOU!!!