This document provides guidance on email etiquette. It begins with defining etiquette as rules or expectations for appropriate social behavior. It then discusses email etiquette specifically and some key aspects to consider when writing emails like using formal language for new contacts or business communications. It provides examples of how to structure emails properly with greetings, subject lines, signatures. It also covers topics like using TO, CC, and BCC fields appropriately and maintaining a professional email address and layout. Overall, the document outlines best practices for writing formal and informal emails in a polite, clear and organized manner.

1. EMAIL
ETIQUETTE
Created by: Harshad Solanki

2. ROADMAP:
o Etiquette
o Email Etiquette
o Formal Email Principal
o To, CC, and BCC
o Layout
o Samples
o Activity

3. WHAT IS ETIQUETTE?
• Etiquette – (noun) conventional requirements as to social behavior;
• Properties of conduct as established in any class or community or for any occasion
• Basically, rules or expectations for appropriate behavior in certain situations

4. MANY EXAMPLES:
• Business Etiquette
• Dining Etiquette
• Classroom Etiquette
• Work/Office Etiquette
• “Netiquette” – Internet Etiquette
• Email Etiquette

5. EMAIL:
1. Email Etiquette: Principles of behavior that one should use when writing or
answering email.
2. Electronic Mail (E-mail): The most common and fast medium of
communication.
3. E-mail: Interaction between a company and its customers, clients,
distributors, retailers, suppliers, and vendors.
4. Channel of written communication.
5. Sharing of information, documents, pictures, and so on.

6. FORMAL EMAIL:
▪ University Professor
▪ University Personnel (For example, admission office representatives)
▪ First Time Contacts
▪ Corporate People

7. TO, CC & BCC:
1. TO: Default Category for recipients. Everyone that the email is sent to see the
other recipients.
2. CC: CC stands for “Carbon Copy”. You send the email “To” someone because the
message is intended for them, but you can CC someone else not because you
need a reply from them, but so that they have the information and “Stay in the
loop”.
3. BCC: BCC stands for “Blind Carbon Copy”. You can send to multiple recipients
(people) but they cannot see who else the email was sent to

8. GREETINGS:
Dear Mr./Ms./Mrs. Bakshi (Last name of the recipient)
Dear Sir or Madam, (When you don’t know gender)
Dear Mr./Ms. _______, (Don’t use Mrs. Or Miss when emailing a woman you don’t know)
Good Morning, Good Afternoon, etc.

9. SUBJECT LINE:
• Short and Simple
• The title and the context of the subject line should be clear so that the writer gets the gist of
the message for example,
“Visit postponed to next Monday”
“Annual Report”
“Leave Application” etc.
• Note: Never write in CAPITAL.

10. CLOSING:
o Thank You
o Warmly,
o Sincerely,
o Yours Sincerely,
o Yours Truly,
o Best Regards,
o Regards,
So on…

11. EMAIL ID:
• Email ID should be consisted of first name and last name. For example
harshadsolanki205@gmail.com
• Have a professional ID
hasu59813@gmail.com

12. LAYOUT:

13. EMAIL SAMPLE:
Subject: Selected candidates in the interview at H & K Pvt. Ltd.
Dear Candidates,
Congratulations!
We are pleased to say that you are selected in the interview conducted by H & K Private Limited Company, Ahmedabad on 05 October 2022. We on behalf of our Company wish
you all best luck for new endeavor in your life. Below mentioned candidates have to join the organization from 01 November 2022 at 09:00 AM.
1. Ms. Pinal Patel
2. Mr. Digvijaysinh Rathod
3. Mr. Priyank Mehta
4. Ms. Foram Solanki
Kindly bring the original as well as photocopy of all the required documents (Mark sheets, Degree Certificates, Experience Latters, etc. as discussed). You all have to collect your
appointment letter from the reception counter. Feel free for any query. Hope to see you soon.
Thank You
Mr. Harshad Solanki
HR Manager
H & K Pvt. Ltd.
Ahmedabad.

14. EMAIL SAMPLE:
From: harshad.solanki@mydearbook.edu.in
To: customer.care@iffcotokyoinsurance.com
Subject: Non-receipt of Premium Payment Certificate for FY 2021-22
Date: February 14, 2021
Dear Sir,
I have purchased Health Fit Mediclaim Policy from your company 05th
July, 2020. My Policy number is: 23042145. I have made payment of Rs. 5150/- towards annual
premium for this family floater policy for the year of 2021-22. I was tempted to buy this product following the door to door marketing campaign by your company as a part of
which your team of executives visited us and explained the product convincingly. As we found the product most lucrative, we bought the product with but much delay on
June 15, 2020 for my family under 2A2C category and paid the premium amount vide cheque no. 222454 drawn on State Bank of India, Highway Branch, Mehsana.
We underwent required medical examination and subsequently the policy was issued to us. We received the policy document just in a week of our fling the proposal but, the
Policy Payment Certificate has not reached us even after passage of over eight month despite several reminder mails and calls to the toll free number. It is second week of
February and I have to submit the proofs of our investments to the finance department of our company before end of this month to claim tax rebate.
In this connection, I anticipate your prompt action at the earliest.
Thank You.
Yours Sincerely,
Harshad S. Solanki

15. EMAIL ETIQUETTE:
1. Answer swiftly: Each email should be sent within at least 24 hours and within for formal
communications within one working day.
2. Do not over use Reply All: Use reply all only if you really need your message to be sent
by each person who received the original message.
3. Use templates for frequently used responses.
4. Use proper structure and layout: Use short paragraphs and blank lines between each
paragraph.
5. Identify yourself and the topic: Where possible; Identify yourself on the from line using
your full name rather than just email address.
6. Answer all questions and pre-empt further questions.
7. Be concise and to the point
8. Don’t use SMS language: HRU?, BTW, SKC?, etc.

16. EMAIL ETIQUETTE:
✔ Understand the purpose for writing the message and the context in which it is being
written.
✔ Put essential information first.
✔ State each point correctly and clearly.
✔ Be courteous.
✔ An email should be written the way we talk, which makes the writing vivid.
✔ The use of passive voice can help to set an amiable tone for an official
communication.
✔ Use active voice instead of passive: The active voice sounds more personal.

17. Appropriate
Plan
Edit
Subject Line
Tone
Proofre
Bullets
Language

18. ACTIVITY: 1
Dear Customer,
Congratulations!
You are among the select few customers who are being offered complimentary movie tickets for the film ‘Fakt Mahilao
Mate’ at Wide Angle talkies, Mehsana. To receive your passes reply with the subject line “Accept” or call 1800-000-0000.
Regards,
Hetal Pandya
Customer Service Manager
DRAFT APPROPRIATE SUBJECT LINE FOR THE FOLLOWING EMAIL:

19. ACTIVITY: 2
Dear Students,
I came across a really fine article on the effective use of the Internet which I have attached with this mail.
Please read it the next ICT class.
Please forward it to any of the students that I may have missed out.
Kindly Regards,
Martand Shah
DRAFT APPROPRIATE SUBJECT LINE FOR THE FOLLOWING EMAIL:

20. ACTIVITY: 3
Draft an email to the principal of your college, Ganpat University asking him to
give permission to visit T. S. Vidyasagar, Ship in the University. You can include
details of your visit, date, time, how many students will be coming, etc.

21. THANK YOU FOR LISTENING!
Contact Us:
harshadsolanki205
@gmail.com