This document provides guidance on proper email etiquette. It discusses selecting the appropriate audience and distribution lists, composing clear and concise messages with meaningful headings and contexts, and avoiding issues like changing topics without updating subjects or including unnecessary recipient information. The document also outlines best practices for email structure, including proper addressing, effective subject lines, appropriate salutations, clear bodies, limited attachments, pleasant endings, respectful sign-offs, and concise signatures. It emphasizes using proper grammar, being thoughtful, and not expecting immediate responses. Sample emails are also included.

2. • Email or Electronic mail is a standard part of our personal
and professional lives.
• There are many ways to write an email, but by using email
etiquette we can avoid confusion, lost opportunities and

3. Email Etiquette :
Content-
• What is Email Etiquette
• How to make an Email Effective
• Email habbits that cause problems
• Email Structure
• Rules of Email Communication

4. How to Make E mail Effective :
• Selecting your audience correctly
• Using Distribution list
• Composing your messages
- Make the heading meaningful
- Keep each message short & clear
- Start each message by stating its Purpose / Context

5. E mail habbits that causes Problems :
• Changing the topics without changing the subject
• Including multiple subjects
• Miss-addressed recipients
• Displaying addresses of recipients who are strangers to
each others
• Replying vs Forwarding

6. Email Structure :
• Addressing
• Subject
• Salutation
• E mail body
• Attachments
• Signature

7. 1. Addressing :
• It is the address of the recipient.
• Use BCC (Blind Carbon Copy) to protect email addresses
unless everyone know each other.
• Maintain Address Book
• CC (Carbon Copy recipients will not see the names of
recipients who you blind copy.)

8. Addressing E-mail
Sample

9. 2. Subject :
• Always write a subject line.
• Write the subject line first.
• Keep it short.
• Place the most important words at the beginning.
• Eliminate filler words.
• Be clear and specific about the topic of the email.
• Keep it simple and focused.
• Use logical keywords for searching and filtering.

10. Ineffective Subject Lines
Subject
Hi
Questions
Meeting
One More Thing....
Some more thoughts

11. Effective Subject Lines :
Subject
Party Planning resceduled for 3 p.m
Official Cibil Score Analysis
Job Offer Agreement
Resume : Mention Your Name
Review & Feedback
Introducing our new web sight
Banking Alert : Mention Account no

12. 3. Salutation : Always start with addressing the recipient
Business Letter Salutation Examples:
• Dear Mr. Sharma
• Dear Mr. and Mrs. Sharma
• Dear Judge Smith
• Dear First Name (if you know the person well)

13. General Salutations for Business Letters :
• Dear Hiring Manager
• To Whom It May Concern
• Dear Human Resources Manager
• Dear Sir or Madam

14. 4. Email Body :
• Introductory line like("How are you", "How are you
doing"etc.)-for friends & acquaintances.
• Wishes for if it is new year, birthday, festival or an occasion
of achievement.
• As a reply to Professional mail - with reference to previous
mail- Glad to have received your mail...
• For mail with request to help or service from persons in high
position-I'd like to bring to your kind notice or We request

15. 5 . Attachment :
• Use Limited
• Cut & Paste relevant parts of attachment into text of email
• Use URL links Instead
-Upload attachments to website & city URL.

16. 6. Ending :
• Always give a pleasant end like :"Nice to have met you
or come in contact with".
• "Best time to call or eager to work with".
• "All the best for future endeavors, achievments or for
your exam etc".
• "Awaiting your reply, thanks in anticipation etc".

17. 7. Courteous Bye :
• Yours,Yours lovingly, Your friendly for friends or
Acquaintances.
• Yours Sincerly- If email is addressed to a person by
name.
• Yours Faithfully- If email begins with Dear Sir, Dear
Sirs, Dear Madam, or Dear Sir/Madam
• Regards- An email to someone you know well/more

18. 8. Email Signature :
• Don’t overthink it. All you really need is-
• Your Name
• Title (optional), Company (linked to website)
• Phone number

19. Basic Rules of Email Communication :
Remember that direct language can sound harsher in emails
than in person.
• Use proper written, not spoken Language.
• Dont assume that the reader will "get" a joke or understand
sarcasm.
• Be thoughtful and respectful in what you write.

20. Basic Rules of Email Communication Continued...
• Choose your words carefully.
• Assume everything you write is a public document.
• Avoid talking about other people in an email message.
• Use proper grammar & sentence structure.
• Spell check your message.
• Do not expect & demand an immediate response.

21. Rules for Unclear & Confusing Email Message :
• Suggest discussing the matter with the person
• Give the benefit of doubt to the writer.
• Ask politely for clarification

22. Sample E mail Message 1 :

23. Sample E Mail Message 2 :

24. E mail Writting Directions :
• Minimum words should be 50- otherwise your e mail can
not be validated.
• Addressing and signing should be done as in the question
given.
• Common Grammatical rules, Punctuation should be
according to Standard English.
• Use Phrases.

25. Activity 1: Write down an Email about your business trip by using
undermentioned details :
• Where are you going? What is the purpose of trip?
• How long are you going to stay?
• What is your itenary? Which places are you visiting?
• How well do you know the people?
• Have you spoken to them prior?
• What will you need to complete the project?

26. Activity 2 : Write a formal email to a university professor,
apologizing for missing a class and asking to arrange a
meeting to discuss the missed assignment.
Phrases:
• Please accept our apology for...
• I am writing to arrange...
• I’d like to thank you for your...
• This is to request you to give us...

27. Thank You