This document provides guidance on proper email etiquette. It discusses understanding the audience and tone of emails, crafting effective subject lines and messages, and reviewing emails before sending. Effective emails are reader-friendly, avoid negative tones, and consider the impact on the recipient by being sent at the right time to the intended audience with a clear purpose. Proper use of TO, CC, and BCC fields and checking emails for errors are also covered.

1. Last Modified: March 17, 2017
Prepared By : Rahul Thakur

2. What is Email Etiquette
Importance of Email Etiquette
Using Email as Communication Tool
Asking Few questions before sending email
Characteristics of en effective email
Understanding the tone of your email
Understanding Reader/Audience
Understanding TO CC BCC in emails
Understanding your message`s impact
Crafting a strong Subject Line
Crafting a strong message
Review-Check your messages for
Forwarding & Receiving Forwarded messages
Email Etiquettes
Working With Attachments

3. Email has become so common and so easy to
use that it is easy for us to become careless and
fall into bad Email habits.
Its Important mainly because:
Etiquette governing communication on the Internet
Rules for how to communicate appropriately and respectfully online
What is email etiquette?
Importance of Email Etiquettes
It shows your personality.
Makes you look more professional.
Makes it easier for your correspondents to
understand and respond to your Email.
Keep you and your organization out of
trouble.
Makes it more likely that you’ll get the
response you want.

4. Using Email As communication tool:
Business Communication
Revise
Compos
e
Plan
oFast
oEasy
oConvenient
oMechanical Mistakes
oNot reader friendly
oNegative/Offensive Tone
oSent to wrong people
Advantages:
Common Email Mistakes:

5. Is email the best method for this purpose?
Who Should receive the information?
When should you send the email?
What is the purpose of sending email?
What is the best way to present this
information?
At the right time
To the right people
Clear purpose
Subject
Ask these questions for sending email:
Characteristics of an effective email:
Introduction
Reader friendly
Free of errors

6. oSincerity
oSarcasm
oConcern
oHumor
oAnger
Understand the tone of your email:
Examples of tones conveyed
Negative Tone:
PositiveTone:

7. If you are angry upset:
Understand the tone of your email:
Reader`s Perceive tone in email messages
How a reader starts about reading an email:
Readers will analyze their relationship with the writer
Readers will analyze the email wording & formatting
o Don’t use all capitals no highlights
o Don’t use excessive punctuation
o Avoid using emoticons
Write the email
Wait
Read it aloud
Don’t send
Revise twice

8. What level of formality is expected
What will be their reaction
When or how often do they check
email
Understanding your Audience/reader
Courtesy copy
Understanding TO CC & BCC in email
Blind Courtesy copy

9. Ask whether an email is necessary?
Unnecessary emails = negative impact
Messages that saves time = Positive emails
Ask whether you have planned the email
Is the message clear
Take time to craft a positive and impactful
email
Impact: effect of one thing on the other
“What is the impact or impression of your email on the recipient”
Be conscious of your messages impact:
Prime time when people read emails:
Understanding your message`s impact
o What is said
o How is it said
o Who receives it
o When is it sent

10. Remember 3C`s
Purpose : Craft the main purpose of the
message
Appearance: Craft the appearance
Tone : Craft the tone-
Clear
Complete
Concise
Include a specific & Complete subject line-Why?
Use clear routine wording
Concise subject line
Tips:
Crafting a strong and impactful message:
Think before your craft:
Personalize the message
Write with the readers reaction in mind
Avoid emails in haste

11. o Purpose: Identify the problem and provide an action plan
o Appearance : one main Idea + Steps
o Tone : Focus On Improvement/ Offer help
Hi Rahul,
Two employees are struggling to complete their work on time

12. Hi Rahul,

13. Omitted words :
Check your message for :
Wrong words :
Grammar:
Typos
Correct information

14. Final Review Before tapping the send button- Its will just take 5 seconds

15. Forwarding & Receiving Forwarded Messages :

16. Email Etiquettes :

17. I am sure this must have happened at some time or the other

18. Review Attachment

20. What’s Your Message?THANK YOU