Basic layman etiquette of writing email

2.  Email
 Email Etiquette
 Contents of Email
 Do’s and Don’ts

3.  Text-based mail sent via the
computer from one person
to another
 It is One-to-Many and
almost Free
 On Time delivery of
messages.

4. Email Etiquette
 Email etiquette is defined as socially acceptable behaviour while
communicating through emails
 It depends upon to whom we are writing
 Friends & Relatives
 Superiors, partners or other officials

5. Structure of E-Mail
 Addresses.
 Subject.
 Attachments.
 Body Message.
 Closing.
 Signature.

6. Addresses
To
 We should not write too many addresses in this space. It should contain all the address
from whom you are want to send mail and expecting reply.
Carbon Copy
 Whom you want to inform
 Who needs to know
Blind Carbon Copy
 To hide the information being sent
 To hide the email ids from the group. However it is not encourage to use BCC in official
communications

7. Subject
 Subject of the mail should convey the purpose of the mail
 It should be clearly defined
 Improper subject lines may create confusion in the recipient of the mail and
avoid/delay the action to be taken against it
 Each time you reply / forward subject lines should be changed accordingly if
needed.

8. Attachments
 More than one file – Zip/Compress
 Do not attach too many files
 Avoid if possible & Use text message
 It Consumes more time
 If the file is large, share it thorugh some other source like Dropbox.

9. Body Message
 First two lines conveys the message
 Next two lines tells about action required
 Keep it short & Simple
 Mention No reply is required in subject line if not required

10. Closing
 Use
 Thanks and regards
 Thanks and warm regards
 Best regards
 Thank you
 Never use
 Thanking you
 Yours faithfully
 Always in your service

11. Signature
 Save your signature
 Your name
 Designation-
Department
 Organization name
 Phone number
 Email id

12. Do’s and Don’ts
 Do have a clear subject line.
Most of us have to compete with the hundreds of emails clogging our inbox
every day, so the clearer your subject line, the more likely your message will
be read. For example, if you’re sending a proposal to someone, be specific
and write, “The XYZ Proposal Is Attached.”
 Don't use humor.
Humor does not translate well via email. What you think is funny has a good
chance of being misinterpreted by the other party, or taken as sarcasm.
 Don't assume the recipient knows what you are talking about.
Create your message as a stand-alone note, even if it is in response to a
chain of emails. This means no “one-liners.” Include the subject and any
references to previous emails, research or conversations.
Continued…

13.  Don't shoot from the lip.
Never send an angry email, or give a quick, flip response. Give your message
some thoughtful consideration before sending it. If you feel angry, put your
message into the “drafts” folder, and review it again later when you are
calmer and have time to formulate an appropriate response.
 Do keep private material confidential.
It is far too easy to share emails, even inadvertently. If you have to share
highly personal or confidential information, do so in person or over the
phone. Ask permission before posting sensitive material either in the body of
the email or in an attachment.
 DON’T “reply to all” unless you are sending a response appropriate for group
viewing.

14. General Tips
 Use standard font
 Avoid colored fonts in professional emails
 Be very specific with the use of bold
 Paragraph and line spacing should be legitimate and visually appealing
 Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ instead of
‘why’, ‘r’ instead of ‘are’, etc)

15.  Do not use UPPER case alphabets unless using it as a title. This gives a
negative implication (looks like you are shouting those words)
 Save contacts as
 Mr. Rajesh / Mrs. Radhika
 Spell check is unavoidable

16. 1
rockergirl113@yahoo.com is
fine to use with friends but
NOT to staff at high schools,
colleges, businesses or any
person you do not personally
know.
2
Create a new address like
jdoe@gmail.com or
jd@yahoo.com
3
Remember, simple and
professional. No numbers,
nick names or references to
cartoon characters

17.  Always begin your email with a proper greeting such as Dear Eliza Jones, Ms.
Smith or Professor Carter. This establishes the tone of the message and
respect for the recipient

18. Tone
 Do not be demanding or curt. “I need more information” and “I want a
catalogue” should be avoided. Instead you might want to say, “If possible, I
would appreciate being sent more information about your college.”

19. Sample
SUBJECT: Technical Reporting – Memo Question
Dear Ms. Gard,
I am a student in your Technical Reporting class, and I am
confused about today’s homework assignment. I would appreciate it if
you could explain what you mean by an “incident report.” Is there a place
in the textbook where I can find an example?
Thank you very much for your help.
Sincerely,
Jim
Jim Smith
Jim.Smith@witc.edu
715-333-4444

20. Thank you