DESCRIPTION
Email EttiqueteTRANSCRIPT
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
E-Mail DRAFTING
AND Etiquette
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
E-Mail Etiquette
A system for sending and receiving messages electronically over a computer network, as between personal computers
An email is the most important piece of communication you can have with someone. Visitors to your website come and go. They are faceless drones to you. An email to them is an opportunity to get to know and interact with them. The opportunity to win business can hinge on the success of an email.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
The elements of email etiquette•General format•Writing long messages•Attachments•The curse of surprises•Flaming•Delivering information•Delivering bad news•Electronic Mailing Lists
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Get to the point of your email as quickly as possible, but don't leave out important details that will help your recipient answer your query.
If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
It is important for conveying the message properly.
If they did not want a quick response they would send a letter or a fax. Therefore, each e-mail should be replied to within at least 24 hours, and preferably within the same working day.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Because of computer viruses, many people won't open attachments unless they know the sender. Even that can be a mistake because many viruses come disguised in email messages from someone you know. Before sending an attachment, ask the recipient if you may do so.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Also, do not capitalize (i.e, ALL UPPERCASE) unless you really mean it. Capitalizing all letters is considered “shouting” or flaming.
Avoid doing a reply to all when mail involves group mail Id’s.
Do not REPLY to ALL for congratulatory mails especially when mailing to superiors.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Users have come up with something called "smilies". They are simple strings of characters that are interspersed in the e-mail text to convey the writer's emotions (cues). :-) Smiley face ;-) Wink (light sarcasm)
Abbreviation usage is quite rampant with e-mail. In the quest to save keystrokes, users have traded clarity for confusion (unless you understand the abbreviations). BTW by the way OBO or best offer.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Hoaxes are chain letters telling interesting (sometimes funny, often scaring) stories of computer viruses, something for free (even money), new laws and much more. They all have one thing in common: they are not true.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Do not use the following as subjects:
[blank]
Hi, Hey, Hello, How are you?
FW: FW: Re: [Old subject line]
Write short and catchy headlines in the Subject to entice people to read the e-mail.
When no subject is included, some e-mail services deliver the message to junk mail
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters. Also take care not to send emails that are too long.
By replying to spam or by unsubscribing, you are confirming that your email address is 'live'. Confirming this will only generate even more spam. Therefore, just hit the delete button or use email software to remove spam automatically.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
CC Carbon Copy / Courtesy Copya feature for sending an original message to the
Prime recipient and to other interested parties.
When using CC, all recipients see who is receiving
the message.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
QuotesWe see both two level quoting (>>) and one level quoting (>).
The (>>) indicate that the sender is quoting your quote and the (>) is a quote of part of your message you sent in reply.Don't get hung up in quoting.
Email SignaturesIt is considered good netiquette to keep your signatures
short, usually under 6 lines. Include a quotation only when relevant.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore
Why is email etiquette important?
We all interact with the printed word as though it has a personality and that personality makes positive and negative impressions upon us.
Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial that you follow the basic rules of etiquette to construct an appropriate tone.
Jayanth JagadeeshAsst. Director – Outreach
ISiM - Mysore