E mail etiquette


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E mail etiquette

  1. 1. E-mail EtiquetteBy – N.G.Palit.
  2. 2. What is E-mail?* It is a mode ofCommunication* A proof oftransaction
  3. 3. Where are we now?• Right now, E-mail writing isvery much in a ’free for all’stage with everybody• shooting from the hip, andno sheriff in sight, like scenesfrom old English movies.
  4. 4. Think• If you were theSheriff, what wouldbe your Rules?
  5. 5. E-mail Etiquette is evolving too ---* E-mail has quickly become acommunication standard and a verypopular application.* Both the number of e-mail users and theusage rates are growing very fast.
  6. 6. Phone call, Letter & E-mail• * Most people view e-mail as:- more formal than a phone call- less formal than a letter.
  7. 7. What is E-mail Etiquette?* ’Etiquette’ is defined as the rules goveringsocially accptable behaviour.Similarly, e-mail etiquette means virtualbehaviour applied to:* Chat* Messaging.
  8. 8. Essentials & AcceptedPractices
  9. 9. Why is E-mail EtiquetteImportant?* Most people use electronic communication.* E-mail etiquette projects a professionaloutlook.* It is efficient.* But, it is crucial that we follow the basicrules of etiquette to set an appropriatetone.
  10. 10. Why E-mail Etiquette?* There are threeImportant reasonswhy we shouldfollow E-mailEtiquettes.
  11. 11. Reason - 1* It shows professionalInterest, Image & Integrity* By using proper E-mailLanguage we can conveya professioan message.
  12. 12. Reason - 2• Saves ourselvesfrom costly losses
  13. 13. Reason - 3* IT IS EFFECTIVE&* Brings Desired Results1 + 2 = 3
  14. 14. The Elements of E-mail Etiquettes* General format* Writing long messages* Attachments* Flaming (opinions –are also known asflaming)* Delivering information* Delivering bad news
  15. 15. Format* E-mail Address* Address of person youare sending to.* Message length•
  16. 16. Sending Messages* Auto completion* Subject* Jokes & chain letters* C.C* BCC (where e-mail address is keptconfidential)
  17. 17. Replying* Reply Vs Reply all* Including the originalmessage* Replying to a list orgroup
  18. 18. Address & closing* Make sure your e-mailincludes a courteousgreetings and closing.* Address your contact withappropriate level of formality.* Be sure that the subject accuratelyreflects the content of your e-mail.
  19. 19. Body of E-mail* Short and Tothe Point.* Error Free* No FANCYFormating
  20. 20. General Format* Write a salutation for each new subjecte-mail.* Try to keep the e-mail brief.* Return e-mails within the same time youwould return a phone call.* Check for punctuation, spelling andgrammatical errors.
  21. 21. General Format* Use CAPS when appropriate.* Writing all in Caps means ’shouting’.Use it only when you want.Example: ’CALL ME URGENTLY’* Format your e-mail for plain text* Use a proper font size that has aprofessional look.
  22. 22. General Format* Try to keep your lengthat 80 characters orless.* If the message is to beforwarded keep it to 60characters or less.
  23. 23. General Format – use ofBullets* While giving written direction or when youwant to emphasize important points, givenumbers or bullet to your main points.Example:1. Improve customer satisfaction.2. Empower employees.
  24. 24. Message Tones* Write in a positive tone.* Avoid negative words those begin with,”un, non, ex,” or words ending with ”less”(useless, non-existent, undecided).
  25. 25. General Format- Addresses* * Avoid sending e-mails tomore than four at a time.* Instead, create a mailinglist so that readers neednot scroll too much for theactual message.To: mail list 5 @gmail.com
  26. 26. General Tips* Avoid discussing privatematters in e-mail.* If you require a responsefrom the reader, thenmake sure to request thatresponse in the first paragraph ofyour e-mail
  27. 27. Attachments* When you are sending anattachment mention the name of thefile, and what programme it is saved inExample: This file is in MSWord2005, under the name ” InterviewSkills”
  28. 28. Attachments* When sending largeattachments, always’Zip’ or compressthem before sending.* Make sure that your virus andspyware programs are upto date.
  29. 29. Flaming in E-mails* Flaming is sendinginflammatory messagesin e-mail.* Avoid flaming, becauseit creates great deal ofconflicts that spirals out ofcontrol.
  30. 30. Where to write what* Before you write amessage, check it isaddressed to the mostappropriate place.
  31. 31. Writing Style* Keep the messageshort.* Longer messagesshould be typed in aword processor file andthen, attach it to your mail.
  32. 32. Things to remember while writing* Remember the written word, unlike aconversation, can be interpretted ormisinterpretted very easily.So, choose your words carefully.
  33. 33. Things To Remember* Even if you don’t have time to ’fully’respond to an e-mail, make sure to letthe sender know you have received it.* Example of Quick reply:” Will get back to you soon.”
  34. 34. Delivering Bad News* Deliver the news upfront.* Avoid blamingstatements* Avoid using ambiguouswords.* Maintain a positiveresolve.
  35. 35. Close* Close your e-mailprofessionally!* Use Polite ending.* Signature
  36. 36. Do Not Ignore E-mailsIt isUnprofessional&Rude !
  37. 37. When E-mail Won’t Work* There are time when youneed to make a phone call.* If things become very• heated or lot of• misunderstanding occurs or• while dealing with delcate• news, it is better to talk on phone.
  38. 38. Importance of E-mail Etiquette* Following thesesimple Etiquettesgoes a long way inattaining our Vision.
  39. 39. Questions
  40. 40. Thank You-N.G.Palit
  41. 41. E-mail Etiquette* Please send your feedback to thefollowing address:nandapalit@yahoo.co.inORCall : 91 9949118910