e-mails etiquette

E-Mails Etiquette

Sonali Ghosh(HR)HCL Infotech

E-Mails Etiquette

Jagrati Asija

Contents • E-Mail Etiquette Need• Essentials of an E-Mail• Basic Rule of Email communications • Important Guidelines

E-Mail Etiquette Need It Needs to implement etiquette rules for the following three

reasons

• Professionalism• Efficiency

• Protection from liability

Essentials of an EMAIL

Essentials of an EMAIL

• Addressing (To, CC / BCC )• Salutation ( Greeting)

• Message Text• Subject line• Signature• Attachments

Addressing • It’s the address of the recipient.

• You should always make sure you e-mail the right people, in the right way.

• To, Cc and Bcc fields allow you to indicate how your message should be read by the people that receive it.

To- People required to take action.Cc- Kept informed of the content, but no actions

required from them.Bcc- Receive the message without any of the other recipients knowing. Also used for larger

mailings (over 50).

Salutation ( Greeting)

• Always open your email with a greeting.• For formal or business e-mails, use the surname, not

the first name: Dear Mrs. Sharma

Dear Sir.• If you’re contacting a company, not an individual,

you may write To Whom It May Concern:

Gentlemen

Message Text

Message Text

• Keep the message focused • Keep it short• Use paragraphs

• Break into paragraphs• Avoid fancy typefaces

• Use standard professional English with Capitalization and correct spelling

Subject Line

• Subject line Should be meaningful.• It Should give your reader an idea of the

content of the email.• It Should be appropriate, because anyone can

look at the subject, even if the recipient chooses not to open the message.

• When changing the subject, start a new message.

Identify yourselfKeep it short

Ensure a quote or tagline is appropriate for everyone

to see

Attachments

• When you are sending attachments, include in the email -the filename, and what it contains

Attached: “Project3Proposal.doc” with my proposal.

• Consider sending files in rich text format (rtf) or portable document format (pdf) to ensure

compatibility• Attachments often carry viruses

Example-

Basic Rule of Email communications

• Remember that direct language can sound harsher in emails.

• Use proper written, not spoken language.• Be thoughtful and respectful in what you write.

• Choose your words carefully.

Basic Rule of Email communications

•  Assume everything you write is a public document.• Avoid talking about other people in an email

message.• Use proper grammar and sentence structure.

• If your message includes a request, always close with a thank you to the recipient for considering it.

• Do not expect or demand an immediate response..

Important Guidelines

Use proper structure and layoutRead the email before you send it

Do not use abbreviations or acronyms such as PLZ

Try to keep the email brief (one screen length)

Use a professional font, not decorative

Important Guidelines

• Always check for confidential Information before forwarding.

• Don’t use jokes, emotions, or emoticons.

• Do not send inflammatory or emotionally charged comments via e-

mail.• Avoid exclamation points, question

marks, bold, italics, underlines, or multi-colored font.

Read to ensure the correct word is used Always use spell check to Avoid embarrassing

mistake. Don’t use profanity or offensive language. It is

considered very rude to use CAPITAL LETTERS.