E-Mail Etiquette

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Hello Friends,
Today we will learn about basic e-mail etiquette.
We will cover the below topics today
    1. E-Mail Etiquette : Importance
    2. E-Mail Etiquette : Basic Tips : Format your mail
    3. E-Mail Etiquette : Basic Do's
    4. E-Mail Etiquette : Basic Don'ts
    5. E-Mail Etiquette : Whom to Send : To/Cc/Bcc
    6. E-Mail Etiquette : How to create strong Subject Line
    7. E-Mail Etiquette : Think before you click
    8. E-Mail Etiquette : Q & A

Lets move to the details for above points.

1. E-Mail Etiquette : Importance

  • We interact with the printed word as though it has a personality of its own
  • Your work ethic, professionalism and attention to detail will get reflected by the way you communicate
  • Emails have the power to make positive and negative impressions.
  • Without immediate feedback your emails can easily be misinterpreted.
  • Emails that adhere to an etiquette are more direct and convey the message quickly.
  • Crucial you follow basic rules of etiquette so that you come across as reasonable.

2. E-mail Etiquette : Basic Tips : Format of your mail
 
  • Subject Line : Be Specific, But Concise
  • Use standard format through out the mail :

                Like Calibri 11 / Times New Roman 11 / Arial 11

  • Avoid colored fonts in Professional E-Mails
  • Keep the size of Font : Visible and Constant
  • Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ instead of ‘why’, ‘r’ instead of ‘are’, etc.)
  • Signature : Your e-mail closure should be Formal

3. E-mail etiquette : Basic do’s

  • Try to keep your mail to one page
  • Use simple Grammar and short sentences
  • Do proofread your message
  • Use paragraphs to keep your mail clear and easy to understand
  • Average 3 lines per para containing 20-25 words
  • Do reply to all e-mails

4. E-mail etiquette : Basic Don’ts

  • Don’t use Humor and Sarcasm
  • Don’t assume that recipient know about what you are thinking or writing
  • Don't use libelous, defamatory, racist or obscene remarks
  • Don’t forward virus hoaxes and chain letters
  • Don’t use Emoji
  • Don’t forget your signature

5. E-mail etiquette : whom To send : to / cc / bcc

To:

  • This indicates to whom the message is being sent or to the people whose actions are required in the email
  • Original messages may be sent to more than one recipient

Cc:

  • Cc originally meant carbon copy and has transitioned into “courtesy copy”
  • A feature for sending an original message to other interested parties that needs to be notified and not action
  • When using CC, all recipients see who is receiving the message

Bcc:

  • A feature like Cc except that in Bcc or blind courtesy copy, recipients are invisible to others
  • Used to include those who do not need to be replied to or for notification only

6. E-mail etiquette : How to create strong subject line

E-Mail should have clear and specific “Subject Lines” that

v  describes the message content

v  specifies if there are any actions required & due dates

Tags in Subject line will enhance the e-mail strength to get responded




7. E-mail etiquette : Think before you click

  • Don’t automatically “Reply to all”
  • No Grammatical and Spell error
  • Does this e-mail To the point
  • Check whether mail is necessary for all recipients
  • Does it have signature (with contact details)
  • Mail does not contain any confidential data


8. Query and Suggestions

Your queries are most welcome






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