Business Writing

Firefly Electric and Lighting Corp. Training and Organizational Development

Human Resources Department

Module 5

Writing E-mails

Module 5 : Writing Emails

Lesson 3

Netiquette for Emails

Module 5: Writing E-mails

Email is a convenient and effective medium to conduct business communication. In this module we will discuss basic structure of emails, etiquette guidelines on how to address an email message, as well as grammar and acronyms rules in the letter body.

Netiquette Definition

• Otherwise known as network etiquette

• a set of rules governing protocol or code of conduct in the internet, behaving and interacting online.

• The rules may not be explicitly stated but are expected and enforced just the same.

Netiquette Rules The company reserves the right to monitor personal and business emails.

• Send emails only to people who are involved.

• Be brief, use short, precise and direct to the point sentences.

o Divide long messages by bulleting them.

o Append long/ large files as attachment

o Avoid misplaced humor, sarcasm or insults.

• Indicate the subject clearly on the subject field.

• Avoid abbreviation, acronyms and emoticons in business emails.

Netiquette Rules • Make the subject line summarize the body of the email.

• Use compression/decompression utility (ZIP) to reduce size of large files. • Make sure the files are appended before pressing the send button. Remember to put your signature and other pertinent information at the end of your email. Keep your password secret and never give out personal information.

Netiquette Rules)

Do accept and respect other people’s differences; be courteous. Avoid discussing confidential or sensitive issues in email. Use antivirus software and keep it up-to-date. Ask permission from sender before forwarding messages. Use title or form of address of people you are not familiar with.

Netiquette Rules

Reply to all questions including anticipated relevant inquiries.

Avoid using all CAPs, or all in lowercase. All CAPS indicate strong emotions like anger. To emphasize a point, use quotation marks.

Review, proofread and edit your email for veracity of facts, punctuation, grammar, spelling and typographical errors before sending it.

Refrain from sending discriminatory, defamatory, libelous, obscene or offensive emails.

Netiquette

1. Which of these statements is NOT true?

a) The company has the right to screen personal emails.

b) One of the netiquette protocol is to keep one’s password secret

c) It is advisable to send large files as emails.

d) Trade secrets should not be discussed in emails.

Netiquette Rules

2. Which should be the proper way to address a person you are writing an email for the first time?

a) Dear Mr. Robert, c) Dear Robert Chua:

b) Dear Mr. Chua: d) Dear Robert:

3. Check your email for:

a) typographical error c) veracity of facts

b) grammatical error d) spelling

Netiquette Rules

Netiquette 4. Which is a False statement?

a) You can only send one email at a time.

b) You need to proofread your emails everytime.

c) Antivirus software must be kept up-to-date.

d) The subject line contains a summary of the email message.

Netiquette 5. What should be avoided in business

emails?

a) use of text-speak c) use of emoticons

b) use of abbreviations d) all of the above

6) Which type of email should not be sent?

a) Defamatory c) obscene

b) Libelous d) all of the above

Netiquette 7. Which of the choices below is appropriate

for a business email?

a) Use of title before a person’s name

b) Use of detailed procedure of a company promotion

c) Use of email to cancel an appointment

d) None of the above

Netiquette 8. It is recommended that :

a) emails be forwarded to your friends

b) Emails be sent only to people who are involved

c) Sensitive issues are best discussed in emails.

d) None od the above.

1. Which of these statements is NOT true?

a) The company has the right to screen personal emails.

b) One of the netiquette protocol is to keep one’s password secret

c) It is advisable to send large files as emails.

d) Trade secrets should not be discussed in emails.

Netiquette Rules

2. Which should be the proper way to address a person you are writing an email for the first time?

a) Dear Mr. Robert, c) Dear Robert Chua:

b) Dear Mr. Chua: d) Dear Robert:

3. Check your email for:

a) typographical error c) veracity of facts

b) grammatical error d) all of the above

Netiquette Rules

Netiquette 4. Which is a False statement?

a) You can only send one email at a time.

b) You need to proofread your emails everytime.

c) Antivirus software must be kept up-to-date.

d) The subject line contains a summary of the email message.

Netiquette 5. What should be avoided in business

emails?

a) use of text-speak c) use of emoticons

b) use of abbreviations d) all of the above

6) Which type of email should not be sent?

a) Defamatory c) obscene

b) Libelous d) all of the above

Netiquette 7. Which of the choices below is appropriate

for a business email?

a) Use of title before a person’s name

b) Use of detailed procedure of a company promotion

c) Use of email to cancel an appointment

d) None of the above

Netiquette 8. It is recommended that :

a) emails be forwarded to your friends

b) Emails be sent only to people who are involved

c) Sensitive issues are best discussed in emails.

d) None of the above.

End of Module 5, Lesson 3