This document provides guidelines for proper email etiquette. It discusses the importance of etiquette in conveying the right tone and making a good impression. Key aspects of email etiquette covered include using an informative subject line, addressing the recipient appropriately in the greeting, keeping the message concise and focused on one topic, and ending professionally. The document also provides dos and don'ts such as avoiding slang and jokes, proofreading before sending, and being respectful in tone.

1. Email
Communication &
Etiquettes
Writing E mail tips for everyone.

2. Why is Email etiquette
important?
 The kind of email you write gives clues about your own
personality.
 We all interact with the printed word as though it has a
personality and that personality makes positive and
negative impressions upon us.
 The most important thing while writing a message is its
Etiquettes, Manners.
 If your message is not conveyed properly its of no use rather
it can turn sometimes destructive.

3. Elements of Email Etiquettes
Salutation
Tone
Signatures
AddressingSubject line
Body
AttachmentsClosing

4. Salutation:
 Use ‘Dear Sir/Madam’ when we are writing to a
stranger.
 Use ‘Ms.’ instead of using ‘Miss’ or ‘Mrs.’
 Use ‘Dear Team’ or ‘Dear Members’ when writing to
internal group members.
 Use ‘Hi / Hello’ whenever referring to any international
party.
 Avoid writing ‘Good Morning’ or ‘Good Afternoon’
whenever writing to international party.

5. Subject Line:
 The subject line of the email should grab the attention of the reader
and also should summarize the message.
 Importance of the message must be indicated in the subject line.
 It should be specific and brief.
 Using an effective subject line increases the chances of your
message being read rather than mistaken for being deleted or
moved to spam.
 No message should be sent without the subject line.
 Examples of Ineffective subject line: Hi, Meeting, Thoughts, etc.
 Examples of Effective subject line: Meeting today @ 3pm in
conference hall.

6. Addressing:
 It is the address of the recipient. Maintain an address book for the
recipients.
 The addressee in ‘TO’ field is responsible for taking action outlined
on the subject line and the message directly relates to them.
 ‘TO’ field and Subject line are integrated.
 The addressee in the ‘CC’ field are the people from whom No
actions or response are expected.
 They only need to read or file the message. The people whose work
is indirectly affected by communication should be included in ‘CC.
 Use ‘BCC’ field to protect email address of the members unless
everyone knows each other.

7. Body:
 This is the main part of the message.
 Ensure that matter is written in paragraphs that makes
easier for the reader to understand.
 One paragraph = One idea
 Body party should not be lengthy.
 Only one idea to be include in one mail. That is, for
separate ideas separated mails to be drafted.
 Use black or blue fonts as far as possible.

8. Tone:
 This is the value adding part of the message.
 The tone of the message should be positive.
 Reflect the tone as per the audience, that is, be it a
friend, colleague or senior.
 Avoid negative words that begins with “un, non, ex” or
the words that ends with “less”.
 Bullet important details so that they are easy to pick out.
 Use Bold and Capital letters to highlight important or
critical points.

9. Attachments:
 This is used when any data or working is to be shown
separately.
 Attach the file before entering the names in ‘TO’ field so
that you never forget an attachment.
 While sending an attachment, recipient should be
informed that file name ABC.xls saved in XYZ folder is
attached for reference, so that the recipient can open
the file from the path if the attachment does not open
due to any error.
 Sending an attachment makes the file heavy, so URL
should be pasted as far as possible.

10. Closing:
 This is the ending part of the mail.
 This is equally important as opening so it should be
matched with the opening.
 For Professional mails use ‘Best Regards, Thank You,
Sincerely’, etc.
 For Casual mails use ‘Best Wishes, Cheers’, etc.
 For Formal mails use ‘Yours Sincerely, Yours Faithfully’ etc.

11. Signatures:
 Email signature should be simple and informative.
 It should be short and standardised.
 It should include Name, Title, Organisation, Email address,
contact details and website.
 Do not try to be funny and quote your favourite songs in
the signature.

12. DO’S AND DON’TS FOR EFFECTIVE
EMAIL COMMUNICATION:
 Before the message is composed the first step is to identify the purpose
of the message and determining what action is to be taken by the
recipient.
 Focus on the objective i.e. To achieve the “5 I’s” – Inform, Inquire,
Influence, Instruct, Incite.
 Focus on the content i.e. Don’t led unnecessary ideas intrude the
principal message.
 Use FYI, FYA, FYI+A, FYC, FYI+C as applicable as the first line in the body.
 If multiple members are responsible for different actions clearly indicate
who is responsible for what.
 Do not write in capitals. Writing in capitals makes it seem as if you are
shouting.
Cont.….

13. DO’S AND DON’TS (Cont.…):
 Do not overuse Reply to all or CC field.
 In business mails do not use abbreviations like BTW or LOL or use  icon.
 Keep language gender neutral.
 Try to give response very next to the each point in different colour.
 Use proper spelling, grammar and punctuations.
 Do not send jokes in mails.
 Send the mail with the mail priority, i.e. High importance or Low
importance as per requirement so that recipient can decide his priority
of responding mails.
 Do not forward unnecessary mails and also do not attach unnecessary
files.
Cont.…

14. DO’S AND DON’TS (Cont.…):
 Make sure to stick to one topic i.e. do no add multiple issues in one mail.
 Avoid using Urgent and Important.
 Do not use emails when the matter is confidential, complicated or
require long discussions. Instead use face to face communication for
the same.
 Sentences should be kept short and to the point.
 It should be direct and informative but not blunt.
 Wait and check before pressing Send – proof read.
 Be thoughtful and respectful in what you write.
 Do not expect or demand an immediate response.
 Read the email through the eyes of the recipient before it is sent.

15. I promise to send
only relevant mails to
relevant people