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Why is email etiquette important?

We all interact with the printed word as though it has

a personality and that personality makes positive andnegative impressions upon us.

Without immediate feedback your document can

easily be misinterpreted by your reader, so it iscrucial that you follow the basic rules of etiquette to

construct an appropriate tone.
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Email etiquette

Write a meaningful Subject. If required, correct the

Subject while replying or forwarding.

Write a salutation for each new subject email.

Talk about One Subject per Email message only.

End your mails with Thanks or Regards.

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Email etiquette

Signature format for New Messages

Your Name , Designation

Company Name, Office Address

Phone + 91 XXXX (Dir), XXXX (Ext XXX), XXX(Fax)

Website :

Signature format for Replies / Forwards

Your Name , Designation

Company Name

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Email etiquette

Try to keep the email brief (one screen length).

Check for punctuation, spelling, and grammatical

errors

Use caps when appropriate.

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Email etiquette

When you are

writing directions orwant to emphasize

important points,

number your

directions or bulletyour main points.

For example,

1) Place the paper in drawer A.

2) Click the green start button.

Another example,

Improve customer satisfaction. Empower employees.

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Email etiquette Write in a positive tone

When you complete the

report. instead ofIf you

complete the report.

Avoid negative words

that begin with un, non,

ex or that end with

less (useless, non-

existent, ex-employee,

undecided).

Use smiles , winks ;),

and other graphicalsymbols only when

appropriate.

Use contractions to adda friendly tone.

(dont, wont, cant).

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Email etiquette Send mails to intended

recipients only. Avoid copying

mails to unwanted people.

Do not default to Reply All.

As far as possible, do not

forward the email trail tounwanted recipients.

Read all the emails in the trail

thoroughly before forwarding.

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Email etiquette Don't leave out the message thread.

When you reply to an email, you must include the original

mail in your reply, in other words click 'Reply', instead of

'New Mail'.

Reply the mail swiftly.

Answer all questions, and pre-empt further questions.

Not answering all the questions in the original mail will

further increase the mail communication and thus can be

more frustrating and waste of time.

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Email etiquette

Always keep the language polite, formal & professional.

Avoid discussing private concerns and issues.

When conflict arises, speak in person with the one with

whom you are in conflict.

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Email etiquette There are times when you

need to take your

discussion out of the

virtual world and make aphone call.

If things become very

heated, a lot of

misunderstanding occurs,or when you are

delivering very delicate

news then the best way is

still face-to face.
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Email etiquette

Use acronyms sparingly.

Set your system clock right.

Be extra cautious while sending, replying or forwarding

mails to outsiders.

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Do not make personal remarks.

Mark confidential matters as Confidential for

addressee only on the first line of the email.

Whenever you receive such Confidential email, it is notsuppose to be forwarded.

Email etiquette

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Email etiquette

Don't forward virus hoaxes and chain letters.

Don't reply to spam.

Do not request delivery and read receipts.

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Email etiquette

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