This document provides tips for proper email etiquette. It emphasizes being professional, respectful, and efficient in email communication. Key points include using an appropriate greeting and sign-off depending on the recipient, having a clear subject line, checking for spelling/grammar errors, and avoiding unnecessary CC's or one-word responses. Formatting tips suggest keeping fonts simple and black, and including a professional signature with your contact details. Informal language, shortcuts, emoticons or jargon should generally be avoided in business emails.

1. Ujjwal Marahatta
Presidency College of Management Sciences
Bharatpur 10, Chitwan, Nepal
Email Etiquette

2. Etiquette शिष्टाचार

3. Why should we bother
about email Etiquette?

4. Professionalism
Show that you are ready
for your future career.

5. Efficiency
Look efficient sending
to-the-point messages

6. Respect
Avoid unnecessary
embellishments & small talks

7. 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.
Also, write for the person who will be
reading it - if they tend to be very polite and
formal, write in that language.
The same goes for a receiver who tends to be
more informal and relaxed.

8. Use professional
salutations
Don't use laid-back, colloquial expressions like,
"Hey you guys," "Yo," or "Hi folks."
"The relaxed nature of our writings should not
affect the salutation in an email,"
"Hey is a very informal salutation and generally it
should not be used in the workplace. And Yo is not
okay either. Use Hi or Hello instead."
If you are writing to someone
you don’t know so well, then
always add a formal
salutation and an
introduction.

9. Dear Sir
Good Morning
Dear Madam
Namaskar
Dear Teacher
Greetings of the day
Dear Sir and Friends
Greetings

10. Include a clear, direct
subject line
Examples of a good subject line include, "Meeting
date changed," "Quick question about your
presentation," or "Suggestions for the proposal."
"People often decide whether to open an email
based on the subject line,"
"Choose one that lets readers know you are
addressing their concerns or business issues."
Don’t capitalize all your
letters, no matter how urgent
your email is, as you will look
aggressive – it’s like
SHOUTING OVER EMAIL.

11. Assignment 1 (Marketing Management)
Project Work 2 (BBA III Day – Business Environment)

12. Keep your fonts classic For business correspondence, keep your fonts, colors,
and sizes classic.
The cardinal rule: Your emails should be easy for other
people to read.
"Generally, it is best to use 10- or 12-point type and an
easy-to-read font such as Arial, Calibri, or Times New
Roman,"
As for color, black is the safest choice.

13. Always spell check Sending emails with spelling mistakes and
grammatical errors can be infuriating for
colleagues.
They could imply that you’re too lazy to use the
spell checker before you click send.
Take the time to re-read your emails, make sure
they make sense and have the right tone before
you send them.

14. Don’t hit reply all or CC
everyone
Have you checked that you’re only communicating
to the people you need to communicate to?
It can be annoying to be copied into every email or
to see every response in a chain if it is not relevant
to your recipient.

17. Think before you smile Emojis have crept into everyday use. With the
increase of email and text communication, it’s
impossible to see facial expressions so people add
smiley faces to soften their emails.
However, a 2017 study showed that this could
make the sender appear incompetent.
It depends on the norm in your organization and
sector but be mindful of when and to who you’re
sending emojis to.
If you’re sending them to people, you know well,
and you know will understand them, then that is
fine. If not, then consider if they’re really needed.

18. Include a signature block "Generally, this would state your full name, title,
the company name, and your contact information,
including a phone number.
You also can add a little publicity for yourself, but
don't go overboard with any sayings or artwork."
Use the same font, type size, and color as the rest
of the email.
You never want someone to have to
look up how to contact you. If you're
social media savvy, include all your
social media information in your
signature as well. Your e-mail
signature is a great way to let people
know more about you, especially
when your e-mail address is does not
include your full name or company.

19. Thank you.
Sincerely,
Mr. Arbin KC
BBA IV Semester
Presidency College of Management Sciences
Bharatpur 10, Chitwan
Contact: 980101010
Facebook:
LinkedIn:
Instagram:

22. Refrain from sending
one-liners
"Thanks," and "Oh, OK" do not advance the
conversation in any way.
Feel free to put "No Reply Necessary" at the top of
the e-mail when you don't anticipate a response.

23. Avoid using shortcuts to
real words, emoticons,
jargon, or slang
Words from grown, businesspeople using shortcuts
such as "4 u" (instead of "for you"), "Gr8" (for
great) in business-related e-mail is not acceptable.
If you wouldn't put a smiley face or emoticon on
your business correspondence, you shouldn't put it
in an e-mail message.
Any of the above has the potential to make you
look less than professional.

24. Only use an auto-
responder when
necessary
An automatic response that says, "Thank you for
your e-mail message.
I will respond to you as soon as I can" is useless.
However, one thing these messages do great is
alert spammers that your e-mail is real and that
they can add you to their spam list.

26. Thank You