11lesson 15- email etiquette v2 (1)

8/17/2019 11lesson 15- Email Etiquette v2 (1)

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EMAIL ETIQUETTE

In the Business World

By

Mokshda Bhushan


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WHY EMAILS?

More and more business done over email

To eliminate (or greatly reduce) the shuffling

of paper- save environmentEconomic & efficient

Easily storable

ProfessionalConvenient

Speedy


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Adressees: To, ! or B!!?

"To# $ %or &eo&le you are dire!tly addressin'(

"!" are %or the &eo&le you )ant to kee&in%or*ed(

The "To" and "!" addresses are +lind to the

"B!!" addresses( As you !an i*a'ine, use o%the "B!!" is so*e)hat unethi!al andthere%ore its use is dis!oura'ed


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e*ail eti-uette ti&s

.ee& your e*ails !on!ise and to the &oint /e&ly s)i%tly Atta!h only ne!essary %iles

/e$read the e*ail +e%ore you send it .ee& %or*attin' si*&le 0e1er use e*ail to dis!uss !on%idential

in%or*ation

I% e*ail is lon', then *ake an #ele1ator2 su**ary3 a ta+le o% !ontents &oint$)ise, )ith headin's%or ea!h *a4or se!tion( Most i*&ortant in 5st &oint(


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E*ail Basi!s$ Lan'ua'e

!eep it formal "se proper spelling# grammar and punctuation "se active instead of passive voice

Sub$ect must reflect your email content %void using "'ET or MP*T%T unless really

necessary %void using long sentences- +ithin the screen !eep your language gender neutral ever send emails containing defamatory# offensive#

racist or obscene remar,s ever give bad ne+s overemails


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E*ail Basi!s$6or*at

'ive a sub$ect to your email

!eep it brief- one screen length

!eep line length short ./ characters"se caps +hen needed

"se a professional or neutral font

Chec, for grammatical# punctuation andspelling mista,e before you send that email

"se attachments for longer emails


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Atta!h*ents

0hen sending an attachment# ma,e sure you tellyour recipient1

2) The name of the file3) The program in +hich it is saved

4) The version of the program

5 t is al+ays better to re6uest for receiptac,no+ledgment


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A++re1iations 76YE89

7o not confuse +ith your abbreviations

"se abbreviations that are already common

to the English language# such as 89:8 and8;T08


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8MM80 ABB/EIATI80S

This Means This

BCNU be seeing you

BTW by the way

FWIW for what it's worth

FYI for your information

IMHO in my humble opinion

OBO or best offer


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#SMILIES2 ; not to use in

o%%i!ial e*ails

Smilies are simple strings of characters that

are interspersed in the e-mail te=t to convey

the +riter8s emotions (cues)

The most common e=ample is 1-) Turn your

head to the left and you should see a happy

face (the colon are the eyes# the dash is the

nose and the parentheses is the mouth) >ereare some more e=amples1


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MEA0I0< 86 #SMILIES2This Means This

:-) Smiley face

;-) Wink (light sarcasm)

:-| Indifference

:-> Deilish grin (heay sarcasm)

8-)!ye"glasses

:-D Shock or surprise

:-/ #erple$ed

:-( %rown (anger or displeasure)

:-P Wry smile

;-} &eer:-Q Smoker

:-e Disappointment

:-@ Scream

:-O ell

:- Drunk

-


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SALUTATI80S

Ea!h situation )ill need to +e e1aluated onits on, +ut in 'eneral, use the %ollo)in' as a'uide:

f you normally address a person asMiss?Mrs?Ms?Mr Smith then that8s the +ay toinitially address them in e-mail f you areunsure# stic, to the formal salutation t8s the

safest bet f the person calls you by your first name# you

can do same


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EMAIL SI


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TH/EA=S

7o not brea, email threads

0ithout the lin,# it can get difficult for the

users on each end to follo+ the se6uence of

messages# especially after several e=changes


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QU8TES

othing is more +asteful than to reply to an

e-mail by including a complete copy of the

original +ith the +ords A agreeA# A*,ayA or

A7ittoA at the bottom

;est +ay to do it1

B %nd do you agree +ith the proposal to hire

Ms oyBB:es Please ma,e the necessary

arrangements


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ISSUES 86

806I=E0TIALITY

There is no su!h thin' as a &ri1ate e$*ail

don8t care +hat anybody says# states#

s+ears or +hatever# there is $ust no such

thing as private e-mail

0ho can read your office email anytime


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>ri1a!y issues

The syste*s ad*inistrator has the ability to

read any and all e-mail messages

Monitorin' o% e*&loyee e$*ail +ye*&loyer 1 The company management

+anting to ma,e sure users are not +asting

time on frivolous messages to ma,ing sure

that company secrets are not being lea,ed tounauthoriDed sources


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>ri1a!y o% e*ails? Are you

kiddin'?

Ha!kers

Some+here in the +orld there is a person

(usually a hac,er) +ho is able to read your e-

mail if he?she tries hard enough

Thin's !an 'o )ron'

:our confidential email can go to the +rong

person and get you fired


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So, )here does this lea1e us?

5@6irst, there is no su!h thin' as a &ri1ate e$*ail(

@ Se!ond, don"t send anythin' +y e$*ail that

you )ould not )ant &osted on the !o*&any

+ulletin +oard( I% it"s sa%e enou'h %or the +ulletin+oard, it"s sa%e enou'h %or e$*ail(

@ I% you are de+atin' )hether or not to send

so*ethin' &ersonal +y e$*ail, either deli1er it +y

hand or send it +y snail *ail ) 6inally,ne1er dis!uss your &ri1ate li%e o1er

e*ail(


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E*ail at )orkC e1iden!e in

!ourt

"nder all nformation technology legislationsin the +hole +orld# e-mails sent from theoffice are regarded as o%%i!ial !o*&any

!o**uni!ations regardless of content andcould possibly e=pose you and your companyto unnecessary ris,

Scary# huh


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6LAMES

% 9lame is basically a verbal attac, in

electronic form t creates a lot of conflict

+ithin the +or, environment to vent out

frustrations or send inflammatory messages

via email

%void flaming because you cannot ta,e bac,

+hat is +ritten t can also spiral out of yourcontrol


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/ES>80=I0< T8 6LAME

;efore you flame bac,# as, yourself1 G0ould

say this to this person on his faceH

Calm do+n and ignore it if you can

f not# then flaming bac, should be done1

9lame on

:our message 9lame off

5 Tal, in person if it escalates too much


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E*ail as +lessin'

Email is a conversation +here you can

respond in your o+n time

f a hundred people send you e-mail in one

day# so +hat :ou didn8t have to tal, +ith all

one hundred


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E*ail as a !urse

0hen there is something time-bound or

+here it is urgent# never rely on emails

:ou never ,no+ +hether the recipient

actually reads your email or not

So# if itIs urgent# call


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80LUSI80

Communication bet+een humans is1 appro=imately J/K body language# .K tone of voice# 3K +hat you actually say

With e*ail, you re*o1e the %irst DF( ;e a+are of this +hen you +rite emails ;e very obvious +ith your meanings# since subtleties +ill be

lost or completely misunderstood

emember this too# +hen reading others8 emails Their grasp ofthe language# or their haste in +riting the email# may havegiven it a Avirtual toneA that may come off as derogatory oraggressive eread it and see if you are simply misinterpretingthe +ords


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11lesson 15- email etiquette v2 (1)

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