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  2. 2. Do you have bad e-mail skills? Clean-up your act with these E mail etiquette tips presented ! Are you spoiling your impression with your awful e-mail manners? ARISE TRAINING & RESEARCH CENTER
  3. 3. WHY YOU NEED TO KNOW E-MAIL SKILLS ? In the age of the Internet, you might be just clicking "reply," typing up a quick response, and hitting "send" without giving so much of a thought about what you've just written. But your e-mail behavior has the potential to damage your reputation both personally and professionally !!! It is important for business or personal use that you follow the basics of email etiquette. This document covers for you the top tips for email etiquette that everyone needs to be aware of and follow. By doing so you will be a joy to communicate with while being known as a caring and intelligent human being. ARISE TRAINING & RESEARCH CENTER
  4. 4. NAMING E MAIL ID Keep your E mail address professional and simple to type and remember, avoid too much of flashy names, use of symbols or characters in your e-mail address. Bad Example : Good Example : ARISE TRAINING & RESEARCH CENTER
  5. 5. KNOW YOUR AUDIENCE • Your e-mail greeting and sign-off should be consistent with the level of respect and formality of the person you're communicating with. Write the name of the person who will be reading your mail or to whom mail is addressed. Avoid, blank mails or mails without recipient’s names unless you are sending mails to groups for announcements. ARISE TRAINING & RESEARCH CENTER
  6. 6. BRIEFLY INTRODUCE YOURSELF If you are mailing first time to the recipient, do not assume the person receiving your e-mail knows who you are, or remembers meeting you. If you are uncertain whether the recipient recognizes your email address or name, include a simple reminder of who you are in relation to the person you are reaching out to. ARISE TRAINING & RESEARCH CENTER
  7. 7. ONLY DISCUSS OFFICIAL MATTERS One of the most important things to consider when sending e-mail is whether the matter you're discussing is professional or personal. Do not send private, personal mails which are not meant to be shared on official platforms. Avoid sending forwarded mails, jokes, junk mails etc excessively. ARISE TRAINING & RESEARCH CENTER
  8. 8. BE CAREFUL WITH CONFIDENTIAL INFORMATION Refrain from discussing confidential information in emails unless absolutely necessary, if the e-mail get into the wrong person's inbox, one could face serious problems or misunderstandings. Always double check your list of recipients before sending sensitive E-mails. ARISE TRAINING & RESEARCH CENTER
  9. 9. RESPOND IN TIME E-mails must be answered within reasonable time limit, depending on the nature of enquiry. E-mails shall be replied with complete information, within acceptable working hours possibly between 4 to 8 hours. ARISE TRAINING & RESEARCH CENTER
  10. 10. DON’T SEND ONE-LINERS Short replies like "Thanks," "Oh, OK" , do not advance the conversation in any way. Write clear and concise reply to the mail or information shared to avoid ambiguity or confusion. State clear information, seeking actions and response for the request shared. ARISE TRAINING & RESEARCH CENTER
  11. 11. AVOID USING SHORT FORMS Avoid using short forms to real words, emoticons, jargon, or slang. Words from business people using shortcuts such as "4 u" (instead of "for you"), "Gr8"(for great) in business-related e-mail is not professional. Explain any abbreviations used in the email However certain generic or industry specific short forms can be used in e-mails, example : F Y I = For Your Information P F A = Please Find Attached ARISE TRAINING & RESEARCH CENTER
  12. 12. KEEP E-MAILS CLEAN Messy mails annoys recipients, when people reply and leave the messages messy, for example, an e-mail chain that includes excessive carets (>>>), or pages and pages of e-mail addresses. Unnecessary messages, flashy icons, animations etc. are not advisable to form a good impression about you, so clean up and then send your mails. ARISE TRAINING & RESEARCH CENTER
  13. 13. BE CLEAR IN YOUR SUBJECT LINE With inboxes being clogged by hundreds of e- mails a day, it's crucial that your subject line gets to the point.It should be reasonably simple and descriptive of what you have written about.Never open an old e-mail, hit Reply, and send a that has nothing to do with the previous one.Do not hesitate to change the subject as soon as the thread or content of the e-mail chain changes. ARISE TRAINING & RESEARCH CENTER
  14. 14. MANAGE ATTACHMENTS Don’t forget to attach files, which you have mentioned in the e-mail, always double check before sending. Give the attached file(s) a logical name so the recipient knows at a glance the subject and the sender. Ensure that file attachments are working and relevant to the matter / content in the mail for recipient’s reference. ARISE TRAINING & RESEARCH CENTER
  15. 15. BEWARE OF THE "REPLY ALL“ Send or copy others only on a need to know basis. Before you click ―Reply All” or put names in the “cc” or “Bcc” lines, ask yourself if all the recipients need the information in your message. If they don't, why send it? Take time to send your messages to the right people. Do not hit "reply all" unless every member on the email chain needs to know. You want to make sure that you are not sending everyone on a list your answer— whether they needed to know or not. ARISE TRAINING & RESEARCH CENTER
  16. 16. KEEP IT SHORT AND GET TO THE POINT The long e-mail is a thing of the past. Write concisely, with lots of white space, so as to not overwhelm the recipient. Make sure when you look at what you're sending it doesn't look like a burden to read – feel free to use bullet points. The person reading your email should not have to dig through several paragraphs in order to figure out what you're asking. You should state the purpose of the e-mail within the first two sentences. Be clear and straightforward. ARISE TRAINING & RESEARCH CENTER
  17. 17. ALWAYS INCLUDE A SIGNATURE • Recipient of the e-mail shall not wonder how to get in touch with you. include all of your contact information in your signature. Your e- mail signature is a great way to let people know more about you. ARISE TRAINING & RESEARCH CENTER
  18. 18. YOUR E-MAIL IS A REFLECTION OF YOU Every e-mail you send adds to your reputation. If your e-mail is organized and smartly written, the recipient will be inclined to think of you as a thorough professional and organized business person.Other people's opinions matter in the professional world, their perception of you will be critical to your success. ARISE TRAINING & RESEARCH CENTER