This document provides guidance on writing effective emails with proper etiquette. It recommends including a recipient, subject, message body, and signature in emails. The subject line should be relevant, descriptive, short, and proofread. The body should have a greeting, focus on the topic, use short sentences, avoid all caps and abbreviations, and be proofread. Tone should be confident and avoid negative language. When conveying difficult news, emphasize solutions and remain positive. Emails should be responded to and attachments properly attached and labeled. Proper email etiquette improves communication and relationships.

1. Email
Etiquette
Because Better Communication
means Better Relationships

2. Why do you need to write better
Emails
– Improves Efficiency
– Conveys Professionalism
– Better Relationships
– Make a good Impression

3. Let’s Break it Down
1. TO – Recipient
2. SUBJECT
3. BODY - Message
4. SIGNATURE
5. ATTACHMENTS

4. TO – the Recipient
– Always Add at the End
– REPLY-ALL ONLY if needed
– CC and BCC only when Necessary
– Double/Triple Check Email addresses

5. SUBJECT
– Relevant and Descriptive
– Short and To the Point
– Avoid all CAPS
– Don’t add ? And ! In the same line
– Check Spelling, Grammar and Punctuation
– Incase of urgency, emphasize on the subject line
“Can we have a call now?” “Are you free for a quick
meeting?”

6. SUBJECT
– Bad Example
Subject: Meeting
– Good Example
Subject: Digital Design Project Meeting – 10 A.M Dec 15th, 2019

7. BODY – the Message
– Always add a Greeting (Hi/Hello/Dear ____,)
– Focus on the Topic
– Keep Sentences Short (Avoid too many And’s)
– Avoid All CAPS
– Check Spelling, Grammar and Punctuation

8. BODY – the Message
– Avoid too many Abbreviations and Exclamations (!!!!!)
– Use Single question marks only (??????)
– Avoid Slangs
– Mind your Manners - Don’t insult
– Don’t discuss Confidential information

9. BODY – the Message
– Use Active Voice
– Use the Right Tone - Confident
– Avoid words like – “I will Try”, “I’m not Sure”, “Just”,
“Probably”, “Maybe”, “I think”, “I Don’t know”, “It’s Not
our fault”
– Turn a negative statement into a positive one

10. Conveying bad/difficult news /
inability to provide feature
– Always Positives First
– Empathize and Apologize and Convey the difficult message.
– Provide a solution.
– Explain and provide a reason why it happened.
– Provide the person with an opportunity to discuss the situation
with you.
– DO NOT play the blame game.
– Highlight a Problem ONLY when you have a solution for it.

11. Negative to positive news

12. Real-time Situations
– Website Down
– “Sorry about this. I’m looking at it right away”
– “Apologies for the inconvenience caused. We’re on top of this. We
have applied our best resources / This is how we intend to address
this issue – [suggest solution]. I will get back to you ASAP.”

14. Real-time Situations
– Problem Solved
– “The website is back up and running now.
[Reason behind the problem]
We are sorry this happened but we will ensure that this will not
happen again. [Measures you will take to ensure it will not
repeat]”

15. Real-time Situations
– Unclear Requirements
– “Hello [firstname],
Thank you for your email. Quick question - [concise question on
what you are unclear about]. [Arrange for a call if needed].
Looking forward to your response. ”

16. Closing the Email Message
– Closing Remarks
“If you have any questions or concerns, don’t hesitate to let me
know”
“I look forward to hearing from you”
– Closing Greetings –
“Thank you” ; “Regards” ; “Best”
– Use “Please” and “Thank you” Generously

17. Signature
– Avoid Long signatures
– Should contain –
Your Full Name
Designation
Organization
– Optional –
Company Logo and Link
– Contact Details (Tel No. , Email)
Address
Social Media Links
Photo

18. Attachments
– Don’t forget to ADD the Attachment
– Label them Appropriately
– If it is too big an attachment, upload on Google Drive and
share a link

19. Responding
– Always Respond to an email addressed to you.
– Always Re-read the email before replying.
– Always address the person with a Greeting (even if They
Don’t)

20. Do’s and Don’ts
– Use a clear Subject line when composing an email.
– Never REPLY-ALL unless necessary
– Always re-check (thrice) and re-read your email and
analyze from your recipient’s perspective.
– Check for grammar, spelling and punctuation errors.
– Use white spaces. Do not cramp up text.

21. Do’s and Don'ts
– Assume it is a public document – don’t get
personal/share personal/confidential details
– Always ask for feedback/responses/questions (based on
context)
– Use appropriate signature

22. Thank you!