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Email Etiquettes


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Published in: Education

Email Etiquettes

  1. 1. Email Etiquettes
  2. 2.  In the digital age, handwritten thank you notes or letters of correspondence have given way to the wonders of electronic mail, or email. Although email is quick, convenient and free, there is an element of etiquette that should be followed.
  3. 3. There are certain professional standards expected for e-mail
  4. 4. Always remember K.I.S.S. Formula Concentrate on one subject per message whenever possible
  5. 5. Watch What You Write First & Foremost, Double check all emails before sending them to make sure your meaning is clear. Check all spellings, grammar, & punctuation before hitting send button. Sending quick unreviewed, complex emails may not convey your intentional message and tone.
  6. 6. General EtiquettesAlways put a subject in the subject line.  Dont leave the subject field blank or don’t just say, "Hi“ “Hello” or “Information” etc.  Use the subject field to indicate content and purposeUse sentence case:  Dont use all caps. MANY PEOPLE INTERPRET CAPS AS YELLING OR SCREAMING.
  7. 7. General EtiquettesAlways respond to emails:  Respond to email even if you only reply, "Thanks." Its important that people realize you received their email.Use 12 or 14 size font.  Writing words too small makes them hard to read, and writing with a large font is too overbearing.
  8. 8. General EtiquettesUse the Blind Copy & Courtesy Copy appropriately  Do use BCC, when sending to a large distribution list, so recipients wont have to see a huge list of names.  Be cautious with your use of CC, mark copy only people who are directly involved or you want them to be informed
  9. 9. General EtiquettesUse a signature that includes contact information.  Always sign the bottom of the email, so the recipient knows who the message is from.  The signature should include your Name, Designation, Contact Number and any other relevant information.
  10. 10. When your message is long Summarize long discussions, draft a Summary in 40 - 60 words and highlight it. or Provide a table of contents on the first screen of your email. If you require a response from the reader then be sure to request that response in the first paragraph of your email. Create headings for each major section.
  11. 11. Attachments Do not attach large attachments in your email since not everyone is on a broadband connection. Try to limit the size up to 5 MB. When you are sending an attachment mention the name and the file type.  For e.g. “Please find attached word file of the Sales Report of Chandigarh territory.”
  12. 12. Use your spell-checker one last time before hitting “Send”
  13. 13. Points to Remember: Always reply to emails especially the ones specifically addressed to you. Write a salutation for each new subject email Check for punctuation, spelling, and grammatical errors Try to keep the email brief (one screen length) Use caps when appropriate. Use a font that has a professional or neutral look.
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