E-mail etiquette is important for professional communication. As e-mail usage grows, basic etiquette rules should be followed to set an appropriate tone. Proper e-mail etiquette includes keeping messages brief, using appropriate greetings and closings, checking for errors, and maintaining a positive tone. Following etiquette shows professionalism and can help avoid conflicts. While e-mail is generally less formal than letters, it is more formal than phone calls. Adhering to general formatting guidelines and etiquette rules helps ensure effective electronic communication.

1. E-mail Etiquette
By – N.G.Palit.

2. What is E-mail?
* It is a mode of
Communication
* A proof of
transaction

3. Where are we now?
• Right now, E-mail writing is
very much in a ’free for all’
stage with everybody
• shooting from the hip, and
no sheriff in sight, like scenes
from old English movies.

4. Think
• If you were the
Sheriff, what would
be your Rules?

5. E-mail Etiquette is evolving too ---
* E-mail has quickly become a
communication standard and a very
popular application.
* Both the number of e-mail users and the
usage rates are growing very fast.

6. Phone call, Letter & E-mail
• * Most people view e-mail as:
- more formal than a phone call
- less formal than a letter.

7. What is E-mail Etiquette?
* ’Etiquette’ is defined as the rules govering
socially accptable behaviour.
Similarly, e-mail etiquette means virtual
behaviour applied to:
* Chat
* Messaging.

8. Essentials & Accepted
Practices

9. Why is E-mail Etiquette
Important?
* Most people use electronic communication.
* E-mail etiquette projects a professional
outlook.
* It is efficient.
* But, it is crucial that we follow the basic
rules of etiquette to set an appropriate
tone.

10. Why E-mail Etiquette?
* There are three
Important reasons
why we should
follow E-mail
Etiquettes.

11. Reason - 1
* It shows professional
Interest, Image & Integrity
* By using proper E-mail
Language we can convey
a professioan message.

12. Reason - 2
• Saves ourselves
from costly losses

13. Reason - 3
* IT IS EFFECTIVE
&
* Brings Desired Results
1 + 2 = 3

14. The Elements of E-mail Etiquettes
* General format
* Writing long messages
* Attachments
* Flaming (opinions –are also known as
flaming)
* Delivering information
* Delivering bad news

15. Format
* E-mail Address
* Address of person you
are sending to.
* Message length
•

16. Sending Messages
* Auto completion
* Subject
* Jokes & chain letters
* C.C
* BCC (where e-mail address is kept
confidential)

17. Replying
* Reply Vs Reply all
* Including the original
message
* Replying to a list or
group

18. Address & closing
* Make sure your e-mail
includes a courteous
greetings and closing.
* Address your contact with
appropriate level of formality.
* Be sure that the subject accurately
reflects the content of your e-mail.

19. Body of E-mail
* Short and To
the Point.
* Error Free
* No FANCY
Formating

20. General Format
* Write a salutation for each new subject
e-mail.
* Try to keep the e-mail brief.
* Return e-mails within the same time you
would return a phone call.
* Check for punctuation, spelling and
grammatical errors.

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 a
professional look.

22. General Format
* Try to keep your length
at 80 characters or
less.
* If the message is to be
forwarded keep it to 60
characters or less.

23. General Format – use of
Bullets
* While giving written direction or when you
want to emphasize important points, give
numbers or bullet to your main points.
Example:
1. Improve customer satisfaction.
2. Empower employees.

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. General Format- Addresses
* * Avoid sending e-mails to
more than four at a time.
* Instead, create a mailing
list so that readers need
not scroll too much for the
actual message.
To: mail list 5 @gmail.com

26. General Tips
* Avoid discussing private
matters in e-mail.
* If you require a response
from the reader, then
make sure to request that
response in the first paragraph of
your e-mail

27. Attachments
* When you are sending an
attachment mention the name of the
file, and what programme it is saved in
Example: This file is in MSWord
2005, under the name ” Interview
Skills”

28. Attachments
* When sending large
attachments, always
’Zip’ or compress
them before sending.
* Make sure that your virus and
spyware programs are upto date.

29. Flaming in E-mails
* Flaming is sending
inflammatory messages
in e-mail.
* Avoid flaming, because
it creates great deal of
conflicts that spirals out of
control.

30. Where to write what
* Before you write a
message, check it is
addressed to the most
appropriate place.

31. Writing Style
* Keep the message
short.
* Longer messages
should be typed in a
word processor file and
then, attach it to your mail.

32. Things to remember while writing
* Remember the written word, unlike a
conversation, can be interpretted or
misinterpretted very easily.
So, choose your words carefully.

33. Things To Remember
* Even if you don’t have time to ’fully’
respond to an e-mail, make sure to let
the sender know you have received it.
* Example of Quick reply:
” Will get back to you soon.”

34. Delivering Bad News
* Deliver the news upfront.
* Avoid blaming
statements
* Avoid using ambiguous
words.
* Maintain a positive
resolve.

35. Close
* Close your e-mail
professionally!
* Use Polite ending.
* Signature

36. Do Not Ignore E-mails
It is
Unprofessional
&
Rude !

37. When E-mail Won’t Work
* There are time when you
need 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. Importance of E-mail Etiquette
* Following these
simple Etiquettes
goes a long way in
attaining our Vision.

39. Questions

40. Thank You
-N.G.Palit

41. E-mail Etiquette
* Please send your feedback to the
following address:
nandapalit@yahoo.co.in
OR
Call : 91 9949118910