Hello, This presentation is a little step to share some information on " Email Etiquette" with you. If this help you a little, I will be happy. Feel free to share your opinion. Thank you. *All the information and images are collected from internet.

2. Why Email Etiquette is Important?
In our professional life, we send & receive emails.
It is a wonderful medium for communication and
Email Etiquette helps us to communicate properly:
By using proper email language
your company will represent a professional image.
Emails that get to the point
are much more effective than poorly worded emails.
Proper email can protect an employee from problem
and even it can protect a company from costly lawsuits.
There are many different etiquette.
Let’s talk about 30 most important Email Etiquette
which are applicable almost everywhere
for professional email communication.

3. USE A PROFESSIONAL
EMAIL ADDRESS
Maintain a professional image.
Always use company’s own Domain.
Promote the Brand.
Small business with a BIGGER image.
Reduce risk of being marked as spam.
Cleaner and more memorable Email.
#1

4. USE A CLEAR & DIRECT
SUBJECT LINE
Subject line should be easily understandable.
People often decide whether to open
an email based on the subject line.
Do not keep it empty.
Choose one that lets readers know that you are
addressing their concerns or business issues.
#2

5. DO NOT USE
INFORMAL ADDRESSING
Don't use informal expressions
like, "Hey you guys," "Yo Boss," or "Hi folks“.
Use professional salutations
like, "Hi" or "Hello“ or “Greetings”.
Shortening anyone's name is against email-etiquette
unless you're certain he prefers to be called that.
#3

6. WRITE A SHORT BUT
INFORMATIVE EMAIL
Readers become confused
and feel irritated to interpret a long email.
Write as long and as much
is necessary and appropriate.
Keep emails as short as possible
and add attachment if required.
If you do have much to write:
Break your message into bullet points.
Begin each point with a brief summary.
Mention the important points.
#4

7. ONE ACTION
PER MESSAGE
Do not lump together
anything you need or want
to tell a recipient into one message.
Start a new message for each major action
you request from the recipient.
This makes it easier for the recipient
to understand the email and to take action.
#5

8. USE EXCLAMATION POINTS
CAUTIOUSLY
If required to use an exclamation point,
use only one to convey excitement.
Too much use of exclamation points
at the end of sentences seems emotional or immature.
Exclamation points should be used carefully in writing.
#6

9. BE CAUTIOUS WITH
HUMOR
It is better to leave humor out of emails
unless you know the recipient well.
Something that you think is funny
might not be funny to someone else.
Something perceived as funny when spoken
may come across very differently when written.
When in doubt, leave it out.
#7

10. INSTEAD OF PASSIVE
USE ACTIVE
Try to use the active voice of a verb wherever possible.
For instance, ‘We will process your order today’, sounds better
than ‘Your order will be processed today’.
The first sounds more personal,
whereas the latter, especially when used frequently,
sounds unnecessarily formal.
#8

11. AVOID USING
URGENT & IMPORTANT
Even more so than the high-priority option,
you must at all times try to avoid these types
of words in an e-mail or subject line.
Only use this if it is a really,
really urgent or important message.
#9

12. KEEP YOUR LANGUAGE
GENDER NEUTRAL
In this day and age, avoid using sexist language such as:
‘The user should add a signature by configuring his/her e-mail settings’.
Apart from using he/she, you can also use the neutral gender:
“The user should add a signature by configuring the e-mail settings’.
#10

13. MAINTAIN YOUR
MANNERS
Good manners have not gone out of style.
Use the words "please" and "thank you“,
your recipient will appreciate your politeness.
If the recipient of your email prefers being called by
his or her first name, he or she will probably correct you.
People you don't know, or only have a formal
relationship with, address them by their title and last name.
When replying to an email and the sender of the original message has
used only his or her first name, then you can safely assume it's okay to
use that person's first name as well.
#11

14. DO NOT FORGET TO CHECK
SPELLING & GRAMMAR
Always proofread your email carefully.
Use an automatic spell checker but
be careful about relying on it too heavily.
Don't try to guess the spelling of a word.
You should look it up in a free online dictionary.
Good grammar is essential.
You can use contractions when you want
to convey a more conversational tone.
Never use slang or any offensive language.
#12

15. AVOID USING
TEXTING ABBREVIATIONS
Business email should be more formal.
Commonly used abbreviations such as
Mr. and Mrs., FYI (for your information),
inc., Ltd., etc. are fine.
Not everybody knows every acronym, and
these abbreviations do not save much time anyway.
use only very few acronyms, and possibly only if
you can be sure the recipient knows their meaning.
#13

16. KEEP YOUR FONTS
CLASSIC
Your emails should be easy for other people to read.
Please do not use unnecessary long sentences.
For business mail, keep your fonts, colors, and sizes classic.
It is best to use 10- or 12-point type and an easy-to-read font
such as Arial, Calibri, or Times New Roman.
As for color, black is the safest choice.
Do use bold, italics, bullet points and numbered lists.
These help your email recipient to find important parts
of the email quickly.
Try bolding just three or four words – they should be
the most important words in the email.
#14

17. WRITING IN ALL CAPS IS LIKE
SHOUTING
When you write in all capital letters,
it looks to most recipients as if you are shouting.
You should use all caps sparingly.
There is a place and time to use all caps.
#15

18. USING ALL LOWER CASE
IS BAD TOO
Using all lower case can look just as bad
as this can make your writing style seem sloppy and lazy.
Use a capital letter at the beginnings of sentences,
for people’s names and for proper nouns.
Use correct punctuation and avoid excessive exclamation marks.
#16

19. RESIZE BEFORE SENDING
THE ATTACHMENT
Send an appropriate attachment and
be careful while naming the attachments you send.
Many file formats are not very space-conscious.
Make sure your recipient’s system will support
the file format you sent.
Ask before sending any huge attachments.
Nobody likes to wait for a long download.
#17

20. READ THE MESSAGE
BEFORE YOU SEND IT
A lot of people don't bother to read an e-mail before they send it out.
Reading your e-mail through the eyes of the recipient will help you
to send a more effective message and reduce misunderstandings.
It will increase the chance of getting your desired reply from the recipient.
#18

21. INCLUDE A
SIGNATURE BLOCK
Provide your reader with
some information about you.
Full name, title, company name,
and contact info, including a phone number.
Use the same font, type size, and color
as the rest of the email.
#19

22. NOTHING IS
CONFIDENTIAL
Every electronic message leaves a trail.
Nothing is confidential — so write accordingly.
A basic guideline is to assume that
others will see what you write.
Do not write anything that
you wouldn't want everyone to see.
A more liberal interpretation:
Don't write anything that would be
ruinous to you or hurtful to others.
After all, email is dangerously easy to forward,
and it's better to be safe than sorry.
#20

23. ADD THE EMAIL ADDRESS
LAST
Add the email address last.
You don't want to send an email accidentally
before you have finished writing and
proofing the message even when
you are replying to a message.
It's a good precaution to delete the recipient's address
and insert it only when you are sure the message is ready to be sent.
#21

24. DOUBLE CHECK THAT YOU’VE SELECTED
THE CORRECT RECIPIENT
Double-check that you've selected the correct recipient.
Pay careful attention when typing a name
from your address book on the email's "To" line.
It's easy to select the wrong name, which can be embarrassing
to you and to the person who receives the email by mistake.
#22

25. RESPOND TO THE MAIL IF YOU ARE NOT
THE CORRECT RECIPIENT
It's difficult to reply to every email message
ever sent to you, but you should try to.
This includes when the email was accidentally sent to you,
especially if the sender is expecting a reply.
A reply isn't necessary but serves as good email etiquette,
especially if this person works in the same company or industry as you.
Here's an example reply:
"I know you're very busy,
but I don't think you meant
to send this email to me.
And I wanted to let you know
so you can send it
to the correct person."
#23

26. RESPOND TO THE MAIL
AS QUICKLY AS POSSIBLE
Respond your email, if possible promptly.
each e-mail should be replied to within at least 24 hours,
and preferably within the same working day.
Take time with the sender if you need time with response like
‘email received, will get back to you once I have the information’.
Do Let People Know Their Email Has Been Received like
‘email received, thank you’.
Do Let People Know Even If You Plan to Reply Later
So, you have collected all the information, packed it into an email
carefully crafted and easy to read, added a nice salutation
as well as an enticing subject and sent it.
#24

27. DO NOT TO DEFAULT
“REPLY TO ALL”
Use “Reply to All” feature only when your reply will be necessary
to know for the original sender, people in the original email's To: and Cc: field.
Do not use “Reply to All” when only the original sender needs to know your reply,
Your comments will be crucial to know for the original sender and
a few other recipients – Use Reply in this case and
add the select other recipients manually.
You should only ‘reply’ to the sender if the information is missing,
you can kindly ‘reply’ and asked sender to verify,
because you are receiver not the sender.
The Bcc: field should only be used while keeping the recipients' addresses
confidential or to copy somebody internally, as proof, when delivering an email
to the outside, for example. If you reply to all as a Bcc: recipient,
you reveal yourself as a recipient.
#25

28. CLEANUP MAILS BEFORE
FORWARDING THEM
When the list of who participated in a discussion is an important part
of the information you are forwarding, it makes no sense to remove the addresses.
But when you are forwarding the message to someone but not the
addresses in it, is better to remove all addresses from the forwarded message.
Clean up the message itself if it contains unnecessary '>' characters or
messed up line breaks.
Place any comments you have after or (preferably) before the forwarded message.
#26

29. WHEN TO USE
TO, CC AND BCC
Very important and sensitive fields.
TO–who is to receive the email or
recipient you are directly addressing.
CC (Carbon Copy) –who is supposed to know about the message/ information
of email. The receiver can see who all have received the email. Persons in CC
do not reply instantly and the basic idea is to inform and keep them updated.
BCC (Blind Carbon Copy) –email address kept in BCC are not seen by
the recipients in TO and CC. BCC person can see who are in email loop
without them being aware of his presence in email. BCC is somewhat
considered as wrong and portrays kind of mistrust in team.
However, when the recipients list is long and they do not know each other;
everyone is kept in BCC and they are not visible to each other.
#27

30. DO NOT ASK
TO RECALL A MESSAGE
Biggest chances are that your message
has already been delivered and read.
A recall request would look very silly in that case.
It is better just to send an email to say that you have
made a mistake, now ignore the previous mail and read the new one..
This will look much more honest that trying to recall a message.
#28

31. DO NOT FORWARD
EMAIL HOAXES
Do Not Forward Email Hoaxes
Email hoaxes often contain stories that are intriguing and sure to irritate.
So, do not forward by email any story you have not investigated
yourself using, for example, About Urban Legends, Rumor.
#29

32. HOW TO END
AN EMAIL?
Should you write "bye", "regards" or "best wishes"? How to end an email well?
The proper way to sign off is often not only the last but also one of the most
difficult parts to write in any email. It can be almost difficult as email's greeting!
When in doubt, you cannot decide what to write and have no idea
what would be most appropriate, end your email with a simple “Thanks".
"Thanks" as an email closing may even increase your chances of getting a reply.
#30

33. Now, Let’s have An Exercise.
Please read this mail carefully
and find out the mistake:
1. __________________
2. __________________
3. __________________
4. __________________
5. __________________
6. __________________
7. __________________
8. __________________
9. __________________
10. __________________
11. __________________
12. __________________
non- professional email address

34. Now, Let’s have Another one.
Please read this mail carefully
and find out the etiquette:
1. __________________
2. __________________
3. __________________
4. __________________
5. __________________
6. __________________
7. __________________
8. __________________
9. __________________
10. __________________
11. __________________
12. __________________
professional email address