Email Etiquette
RE/MAX Mumbai Gujarat Maharashtra
What is Email Etiquette?
• Etiquette is defined as the rules
governing socially acceptab...
RE/MAX Mumbai Gujarat Maharashtra
Why?
• Most people use electronic
communication
• May be your only communication with an...
RE/MAX Mumbai Gujarat Maharashtra
Format
• Email Address
• Address person you are sending to
• Message length
• One subjec...
RE/MAX Mumbai Gujarat Maharashtra
Sending Messages
• Auto-Completion
• CC and BCC
• Subject
• Jokes and Chain letters
• Vi...
RE/MAX Mumbai Gujarat Maharashtra
Replying
• Reply vs. Reply All
• Including the original message
• Replying to a list or ...
RE/MAX Mumbai Gujarat Maharashtra
Attachments
• Size
• Format
• Is it necessary?
• Is the recipient expecting it?
• Altern...
RE/MAX Mumbai Gujarat Maharashtra
General
• Message Tone
– Pleasantries
– WRITING IN ALL CAPS
– Excess Punctuation
• Spell...
RE/MAX Mumbai Gujarat Maharashtra
• High Priority
• Signatures
• Opinions – also known as flaming
• Respond promptly
RE/MAX Mumbai Gujarat Maharashtra
Email shouldn’t be used for !
• Discipline
• Grades
• Conflict resolution
RE/MAX Mumbai Gujarat Maharashtra
Going for consensus:
• Understand other people’s views from their point of
view.
• Find ...
RE/MAX Mumbai Gujarat Maharashtra
Practical communication principles
(PCPs).
• PCP1: Thank, acknowledge and support people...
RE/MAX Mumbai Gujarat Maharashtra
• PCP3: Speak from your own perspective:
Ex1: here’s how I see? Ex2: how I feel about?
-...
RE/MAX Mumbai Gujarat Maharashtra
Avoid ‘flaming spirals’:
• Sometimes someone will be offended at someone else’s
message,...
RE/MAX Mumbai Gujarat Maharashtra
On emotions in messages:
• Emotions can easily be misunderstood when you can’t
see faces...
RE/MAX Mumbai Gujarat Maharashtra
Where to write what:
• Before you send a message, check that it is addressed to the
most...
RE/MAX Mumbai Gujarat Maharashtra
Legal issues:
• If you are copying something written by
someone else, put it in quotatio...
RE/MAX Mumbai Gujarat Maharashtra
Thank You 
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Email Etiquette

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Email Etiquette

  1. 1. Email Etiquette
  2. 2. RE/MAX Mumbai Gujarat Maharashtra What is Email Etiquette? • Etiquette is defined as the rules governing socially acceptable behavior • Applied to email – ‘virtual’ behavior • Also applies to – Chat – Message Boards
  3. 3. RE/MAX Mumbai Gujarat Maharashtra Why? • Most people use electronic communication • May be your only communication with an individual • Project a professional attitude • Efficiency
  4. 4. RE/MAX Mumbai Gujarat Maharashtra Format • Email Address • Address person you are sending to • Message length • One subject per message • HTML vs. Plain Text
  5. 5. RE/MAX Mumbai Gujarat Maharashtra Sending Messages • Auto-Completion • CC and BCC • Subject • Jokes and Chain letters • Virus warnings
  6. 6. RE/MAX Mumbai Gujarat Maharashtra Replying • Reply vs. Reply All • Including the original message • Replying to a list or group • Auto-Replies – also known as vacation rules
  7. 7. RE/MAX Mumbai Gujarat Maharashtra Attachments • Size • Format • Is it necessary? • Is the recipient expecting it? • Alternatives
  8. 8. RE/MAX Mumbai Gujarat Maharashtra General • Message Tone – Pleasantries – WRITING IN ALL CAPS – Excess Punctuation • Spelling • Grammar • Abbreviations
  9. 9. RE/MAX Mumbai Gujarat Maharashtra • High Priority • Signatures • Opinions – also known as flaming • Respond promptly
  10. 10. RE/MAX Mumbai Gujarat Maharashtra Email shouldn’t be used for ! • Discipline • Grades • Conflict resolution
  11. 11. RE/MAX Mumbai Gujarat Maharashtra Going for consensus: • Understand other people’s views from their point of view. • Find conclusion which satisfies every one rather than expressing yourself. • Genuine consensus is different from suppressing your views in favor of a majority view. Don’t lose the main benefits of a group, which is having multiple perspectives on the same issue. • Those who disagree strongly should stick to their ideas.
  12. 12. RE/MAX Mumbai Gujarat Maharashtra Practical communication principles (PCPs). • PCP1: Thank, acknowledge and support people freely. Ex1: I like your comment Ex2: I agree with so. Ex3: Thanks… – In computer conference, you cannot see other people nod their heads smile or greet you. If you don’t receive an acknowledgement of a message, you feel ignored. People should know that they have been appreciated. • PCP2: Acknowledge before differ. Ex1: what I think you mean? Ex2: Have I got that right? Ex3: my own view differs as follows. – If you disagree with someone. Start by briefly restating what the other person has said. The person then knows that you are trying to understand him, and is thus in a better position to take your view seriously.
  13. 13. RE/MAX Mumbai Gujarat Maharashtra • PCP3: Speak from your own perspective: Ex1: here’s how I see? Ex2: how I feel about? - You can present other views with a direct quote like: “ As so and so said in ex. “. - Don’t generalize: Ex: “ it is a fact that … “ - If something is put as an absolute, there is no room for anyone else’s perspective.
  14. 14. RE/MAX Mumbai Gujarat Maharashtra Avoid ‘flaming spirals’: • Sometimes someone will be offended at someone else’s message, where no offensiveness was intended, and therefore they would reply angrily. • The first person may then respond angrily and so on, leading to an increasing spiral of abuse. This can easily happen in computer conference (no facial expression). • The best solution for people involved is to affirm that they had not intended to offend and they understand the other’s point of view.
  15. 15. RE/MAX Mumbai Gujarat Maharashtra On emotions in messages: • Emotions can easily be misunderstood when you can’t see faces or body language. People may not realize you are joking. • There are conventions for saying ‚ this is a joke‛ or expressing your feeling. They are called ‚ smileys ‚ or emotions. • Ex1: I’m joking! 8- ). • Ex2: -) smile. • Ex3: 8- ( I’m feeling sad. • Writing capital letters means shouting.
  16. 16. RE/MAX Mumbai Gujarat Maharashtra Where to write what: • Before you send a message, check that it is addressed to the most appropriate place. General style: • Keep messages short. If you have something longer to say, put it in a word processor file and then attach it to a short message. • Take the subject line seriously and make sure it is clear. • People see subject line before the content of a message and may use it to decide whether or not to read the message.
  17. 17. RE/MAX Mumbai Gujarat Maharashtra Legal issues: • If you are copying something written by someone else, put it in quotation marks.
  18. 18. RE/MAX Mumbai Gujarat Maharashtra Thank You 

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