Email

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Email Ettiquete

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Email

  1. 1. E-Mail DRaFTiNGaND ETiquETTE Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  2. 2. E-Mail Etiquette A system for sending and receiving messages electronically over a computer network, as between personal computers An email is the most important piece of communication you can have with someone. Visitors to your website come and go. They are faceless drones to you. An email to them is an opportunity to get to know and interact with them. The opportunity to win business can hinge on the success of an email. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  3. 3. The elements of email etiquette•General format•Writing long messages•Attachments•The curse of surprises•Flaming•Delivering information•Delivering bad news•Electronic Mailing Lists Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  4. 4. Jayanth JagadeeshAsst. Director – Outreach ISiM - Mysore
  5. 5. Get to the point of your email as quickly aspossible, but dont leave out important details thatwill help your recipient answer your query.If you do not answer all the questions in theoriginal email, you will receive further e-mailsregarding the unanswered questions, whichwill not only waste your time and yourcustomer’s time but also cause considerablefrustration. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  6. 6. It is important for conveying the message properly.If they did not want a quick response they wouldsend a letter or a fax. Therefore, each e-mail shouldbe replied to within at least 24 hours, andpreferably within the same working day. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  7. 7. Because of computer viruses, many people wontopen attachments unless they know the sender.Even that can be a mistake because many virusescome disguised in email messages from someoneyou know. Before sending an attachment, ask therecipient if you may do so. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  8. 8. Also, do not capitalize (i.e, ALL UPPERCASE)unless you really mean it.Capitalizing all letters is considered “shouting” orflaming.Avoid doing a reply to all when mail involves group mail Id’s.Do not REPLY to ALL for congratulatory mails especially when mailing to superiors. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  9. 9. Jayanth JagadeeshAsst. Director – Outreach ISiM - Mysore
  10. 10. Users have come up with something called "smilies".They are simple strings of characters that areinterspersed in the e-mail text to convey the writersemotions (cues).:-) Smiley face ;-) Wink (light sarcasm)Abbreviation usage is quite rampant with e-mail. In thequest to save keystrokes, users have traded clarity forconfusion (unless you understand the abbreviations).BTW by the way OBO or best offer. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  11. 11. Hoaxes are chain letters telling interesting(sometimes funny, often scaring) stories of computerviruses, something for free (even money), new lawsand much more. They all have one thing in common:they are not true. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  12. 12.  Do not use the following as subjects: [blank] Hi, Hey, Hello, How are you? FW: FW: Re: [Old subject line] Write short and catchy headlines in the Subject to entice people to read the e-mail. When no subject is included, some e-mail services deliver the message to junk mail Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  13. 13. Try to keep your sentences to a maximum of 15-20words. Email is meant to be a quick medium andrequires a different kind of writing than letters. Alsotake care not to send emails that are too long.By replying to spam or by unsubscribing, you areconfirming that your email address is live. Confirmingthis will only generate even more spam. Therefore, justhit the delete button or use email software to removespam automatically. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  14. 14.  CC  Carbon Copy / Courtesy Copy a feature for sending an original message to the Prime recipient and to other interested parties. When using CC, all recipients see who is receiving the message. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  15. 15. Quotes We see both two level quoting (>>) and one level quoting (>).The (>>) indicate that the sender is quoting your quote and the (>) is aquote of part of your message you sent in reply.Dont get hung up in quoting.Email Signatures  It is considered good netiquette to keep your signatures short, usually under 6 lines.  Include a quotation only when relevant. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  16. 16. Jayanth JagadeeshAsst. Director – Outreach ISiM - Mysore
  17. 17. 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. Jayanth Jagadeesh Asst. Director – Outreach ISiM - Mysore
  18. 18. Jayanth JagadeeshAsst. Director – Outreach ISiM - Mysore

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