One has to know the etiquette to be followed when writing emails. Emails without proper etiquete will create bad impression on the sender and it finally impacts the relationship and productivity.

1. Email EtiquettesEmail Etiquettes
Dr. Reddy’s FoundationDr. Reddy’s Foundation
Learning & DevelopmentLearning & Development

2. ObjectiveObjective
 By the end of this session you will be able toBy the end of this session you will be able to
• Write in a professionally accepted wayWrite in a professionally accepted way
• In simple and smartIn simple and smart
• Without any mistakesWithout any mistakes
• Avoid direct and indirect mistakesAvoid direct and indirect mistakes
• Create a good impression in the recipient of your mailCreate a good impression in the recipient of your mail

3. What is Email etiquette?What is Email etiquette? Need of Email etiquettes!Need of Email etiquettes!
To addressTo address CC & BCCCC & BCC
Subject & TagsSubject & Tags AttachmentsAttachments
AddressingAddressing Text messagesText messages
ClosingClosing SignaturesSignatures
Reply & reply to allReply & reply to all ForwardForward
General tipsGeneral tips ClarificationsClarifications
ContentsContents

4. Email etiquette?Email etiquette?
 Email etiquette is defined as socially acceptableEmail etiquette is defined as socially acceptable
behaviour while communicating through emailsbehaviour while communicating through emails
 It depends upon to whom we are writingIt depends upon to whom we are writing
• Friends & RelativesFriends & Relatives
• Superiors, partners or other officialsSuperiors, partners or other officials

5. Need of Email etiquettesNeed of Email etiquettes
 Not following these etiquettes may lead toNot following these etiquettes may lead to
• A bad experience with one or all the persons involved inA bad experience with one or all the persons involved in
the communicationthe communication
• A unprofessional opinion may be created on youA unprofessional opinion may be created on you
 Well written messages will be more effective inWell written messages will be more effective in
getting the work done / fulfilling the intention ofgetting the work done / fulfilling the intention of
writing the mail.writing the mail.

6. ToTo
 We should not write too many addresses in this space. ItWe should not write too many addresses in this space. It
should contain all the address from whom you are expectingshould contain all the address from whom you are expecting
reply.reply.
Carbon CopyCarbon Copy
 Whom you want to informWhom you want to inform
 Who needs to knowWho needs to know
Blind Carbon CopyBlind Carbon Copy
 To hide the information being sentTo hide the information being sent
 To hide the email ids from the group. However it is notTo hide the email ids from the group. However it is not
encourage to use BCC in official communicationsencourage to use BCC in official communications
AddressesAddresses

7. SubjectSubject
 Subject of the mail should convey the purpose ofSubject of the mail should convey the purpose of
the mailthe mail
 It should be clearly definedIt should be clearly defined
 Improper subject lines may create confusion inImproper subject lines may create confusion in
the recipient of the mail and avoid/delay thethe recipient of the mail and avoid/delay the
action to be taken against itaction to be taken against it
 Each time you reply / forward subject lines shouldEach time you reply / forward subject lines should
be changed accordingly if needed.be changed accordingly if needed.

8. AttachmentsAttachments
 Never forgetNever forget
 More than one file – Zip/CompressMore than one file – Zip/Compress
 Do not attach too many filesDo not attach too many files
 Avoid if possible & Use text messageAvoid if possible & Use text message
 It Consumes more timeIt Consumes more time
 If the file is large, share it thorugh some otherIf the file is large, share it thorugh some other
source like Dropbox.source like Dropbox.

9. AddressingAddressing
 Informal communicationInformal communication
• You are free to use any kindYou are free to use any kind
 Formal communicationFormal communication
• Dear Rakesh Shukla (Full name)Dear Rakesh Shukla (Full name)
• Dear Lalitha Sharma,Dear Lalitha Sharma,
• Dear Sir,Dear Sir,
• Dear Madam,Dear Madam,
• Dear Sir / Madam,Dear Sir / Madam,

10. Text MessageText Message
 First two lines conveys the messageFirst two lines conveys the message
 Next two lines tells about action requiredNext two lines tells about action required
 Keep it short & SimpleKeep it short & Simple
 Mention - “Please find the enclosed attachment(s)”Mention - “Please find the enclosed attachment(s)”
• if applicableif applicable
 Mention No reply is required in subject line if notMention No reply is required in subject line if not
requiredrequired

11. ClosingClosing
 UseUse
• Thanks and regardsThanks and regards
• Thanks and warm regardsThanks and warm regards
• Best regardsBest regards
• Thank youThank you
 Never useNever use
• Thanking youThanking you
• Yours faithfullyYours faithfully
• Always in your serviceAlways in your service

12. SignatureSignature
 Save your signatureSave your signature
• Your nameYour name
• Designation-DepartmentDesignation-Department
• Organization nameOrganization name
• Phone numberPhone number
• Email idEmail id

13. ReplyReply
 You will have two options all the time. Reply toYou will have two options all the time. Reply to
all, and Reply.all, and Reply.
• Reply to all: Your reply messages will go to everyone inReply to all: Your reply messages will go to everyone in
the mail. Some times it irritates others who are notthe mail. Some times it irritates others who are not
concerned about this conversation. So choose wisely.concerned about this conversation. So choose wisely.
• Reply : It takes to the sender of the mail only.Reply : It takes to the sender of the mail only.
 Don’t delete ‘Re’ in the subject whenever youDon’t delete ‘Re’ in the subject whenever you
replyreply

14. ForwardForward
 Study – find correct - forwardStudy – find correct - forward
 Change the subject accordingly if requiredChange the subject accordingly if required
 Don’t remove ‘FWD’ from the subjectDon’t remove ‘FWD’ from the subject
 Write the message clearly with your comments,Write the message clearly with your comments,
Don’t just write FYI unless you think others whoDon’t just write FYI unless you think others who
receive your mail are clearreceive your mail are clear

15. General TipsGeneral Tips
FontFont
 Use standard fontUse standard font
 Avoid colored fonts in professional emailsAvoid colored fonts in professional emails
 Be very specific with the use ofBe very specific with the use of boldbold
 Keep the size of the font visible and constantKeep the size of the font visible and constant
 Paragraph and line spacing should be legitimate and visuallyParagraph and line spacing should be legitimate and visually
appealingappealing
 Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’
instead of ‘why’, ‘r’ instead of ‘are’, etc)instead of ‘why’, ‘r’ instead of ‘are’, etc)

16. ……...tips continued...tips continued
 Do not use UPPER case alphabets unless using itDo not use UPPER case alphabets unless using it
as a title. This gives a negative implication (looksas a title. This gives a negative implication (looks
like you are shouting those words)like you are shouting those words)
 Save contacts asSave contacts as
• Mr.RajeshMr.Rajesh / Ms.Radhika — why?/ Ms.Radhika — why?
 Spell check is unavoidableSpell check is unavoidable
 Take a minute or two for proof readingTake a minute or two for proof reading

17. ??

18. RecapitulationRecapitulation
 Small group work:Small group work:
• Each one of you please share withEach one of you please share with
othersothers
 One learning from this sessionOne learning from this session
 No one can repeat the others learningsNo one can repeat the others learnings

19. Thank YouThank You
VERVE EducationVERVE Education
Bhaskar Babu BodaBhaskar Babu Boda