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    Email Etiquettes - Basics: Insights, Ideas & Suggestions

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    Ali Qazi
    This document discusses email etiquette and best practices. It begins by defining email and email etiquette. It then explains why email etiquette is important, such as maintaining professionalism and ensuring messages are clear and efficient. The document outlines basic email rules like including a greeting, request, and thank you. It also discusses email structure elements like the addressing, subject, message text, attachments, and signature. The document concludes by providing email "do's and don'ts" and listing additional important considerations when sending emails.

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    Email Etiquettes - Basics: Insights, Ideas & Suggestions

    Uploaded by

    Ali Qazi
    81 views23 pages
    This document discusses email etiquette and best practices. It begins by defining email and email etiquette. It then explains why email etiquette is important, such as maintaining professionalism and ensuring messages are clear and efficient. The document outlines basic email rules like including a greeting, request, and thank you. It also discusses email structure elements like the addressing, subject, message text, attachments, and signature. The document concludes by providing email "do's and don'ts" and listing additional important considerations when sending emails.

    Original Title

    Training Emailetiquette Basics 161026080803

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    This document discusses email etiquette and best practices. It begins by defining email and email etiquette. It then explains why email etiquette is important, such as maintaining professionalism and ensuring messages are clear and efficient. The document outlines basic email rules like including a greeting, request, and thank you. It also discusses email structure elements like the addressing, subject, message text, attachments, and signature. The document concludes by providing email "do's and don'ts" and listing additional important considerations when sending emails.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    81 views23 pages

    Email Etiquettes - Basics: Insights, Ideas & Suggestions

    Uploaded by

    Ali Qazi
    This document discusses email etiquette and best practices. It begins by defining email and email etiquette. It then explains why email etiquette is important, such as maintaining professionalism and ensuring messages are clear and efficient. The document outlines basic email rules like including a greeting, request, and thank you. It also discusses email structure elements like the addressing, subject, message text, attachments, and signature. The document concludes by providing email "do's and don'ts" and listing additional important considerations when sending emails.

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    You are on page 1of 23

    Email Etiquettes - Basics

    INSIGHTS,
    IDEAS
    &
    SUGGESTIONS.
    Overview

     What is E-mail and E-mail Etiquette


     Why and How to Make an Effective E-Mail
     Basic Rules of Email Communication
     Few common email habits that cause problems
     Structure of E-Mail
     E-Mail Do’s and Don’ts
     Some other important aspects
     Activity and Visual Information
     Discussion
    What is E-mail and E-mail Etiquette

    Email -
     Text-based mail electronically sent from one person to another.
     It waits for You.
     It is One-to-One and One-to-Many Communication and almost Free.

    Email Etiquette –
     It refers to the principles of behaviour that one should use when
    writing or answering E-mails.
     E-mail is less personal than a phone or in-person conversation but
    quicker to send than a letter, it is possible for serious breaches of
    manners to take place.
    Why this Etiquette Di?
    (Read – why this Kolaveri Di!)

     One, to remain professional in company communications.


    You never know who may intercept your mail.

     Second, emails that are to the point and easy to read are
    more efficient.

     Lastly, employees that understand email etiquette are less


    likely to put the company at risk.
    Why & How to make an effective E-Mail

    Why to have good E-mail Etiquette –


     Helps you create a good impression on the receiver.
     Higher possibility of you getting the response you want!

    How to make an Effective E-Mail –


     Selecting the Right Audience/ Receiver.
     Composing Your Messages Correctly.
    Basic Rules of Email Communication - 1
     Be sure to include the following:
    - Proper subject line
    - Greeting
    - Introduction (if necessary)
    - Request
    - Thank you/closing remark
    - Signature
     Remember that direct language can sound harsher in
    emails than in person.
     Use proper written, not spoken, language.
    Basic Rules of Email Communication - 2

     Choose your words carefully.


     Assume everything you write is a public document.
     Avoid talking about other people in an email message.
     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.
     Reread your message before sending it and rephrase if
    necessary.
    Basic Rules of Email Communication - 3

     If you receive a confusing or unclear email message -


    - give the writer the benefit of the doubt.
    - politely ask for clarification
    - suggest discussing the matter in person.
     Be thoughtful and respectful in what you write.
     Use proper grammar and sentence structure. Spell-check
    your message!
     Do not assume that the reader will “get” the joke/
    understand sarcasm.
    Few common E-Mail habits that cause
    Problems
    1. Changing the topic without changing the subject.

    2. Including multiple subjects

    3. Misaddressed recipients

    4. Displaying addresses of recipients who are strangers to


    each other.

    5. Replying vs. forwarding


    Structure of E-Mail - 1

    1. Addressing

    2. Subject

    3. Message Text

    4. Attachments

    5. Signature
    Structure of E-Mail - 2

    1. Addressing –

     It’s the address of the recipient.

     Use BCC to protect Email addresses unless everyone


    knows each other.
    Structure of E-Mail – 3a

    2. Subject –

    • Precise headline for the message

    • Makes easier to handle of E-MAIL

    • Avoid sending e-mail with No subject


    Structure of E-Mail – 3b

    2. Subject – Ineffective subject lines:

    Subject:

    Hi rescheduling.

    Help!!

    Reminder…..

    Few Questions...........

    Yay Congrats…..
    Structure of E-Mail - 4

     2. Subject – Effective subject lines

    Subject:

    Party planning - Meeting rescheduled to 3pm Tomorrow

    Help: I can’t find the draft for the Mr. Smith’s Paper

    Reminder: peer-review articles due tomorrow (3/30)

    Questions about Sociology 210 project

    Congratulations to Jennifer for winning Nobel Prize


    Structure of E-Mail - 5
    3. Message Text -
     Keep the message focused, readable & Short
     Use paragraphs
     Avoid fancy typefaces
     Use * * to highlight text if you must
     Write in standard professional English with Capitalization
    and correct spelling
     Identify yourself clearly to cold contacts.
     Hello, I am…The reason I am writing…
     Hello, so-in-so suggested I contact you
    Structure of E-Mail - 6

    4. Attachments
     Use Carefully.
     Cut and paste relevant parts of attachment into text of
    Email.
     Use URL links instead.
     http://www.vamaship.com/ gives the best service in
    Logistics.
    Structure of E-Mail - 7

    5. Signature
     Use an appropriate signature
     Brief (4-5 lines)
     Informative: provide all contact information
     Professional: do not include pictures, quotes,
    animations (Unless required)
    E-mail Do’s and Don’ts - 1

     Threads –
    Multiple replies can get out of hand. Continue them to
    maintain the tread. When they start to drift start a new
    thread with explanation.
     Forwarding –
     Try and Avoid chain letters it annoys most people

     Wait for the Reply.


     Take Care with Abbreviation and Emoticons
     Write, but don’t send without checking the written Details.
     Don’t reply at all and let them wonder.
    E-mail Do’s and Don’ts - 2

     Offer to speak by phone or in person; Email is not a good


    tool for “clearing the Confusion which is already OR will be
    caused.”
     DO NOT WRITE EVERTHING IN CAPITAL LETTERS.
     Never say in Email what you wouldn’t say in person or
    would not like to see in the press or defend in court
     Once you hit “Send” you have lost control of the Email
     You can never be certain that it was erased from all
    locations. Think of all Email as Permanent.
    Some other Important Aspects

    • Never include personal or financial info in an Email

    • Install a good security suite on your personal computer

    • Have a separate free Email account for newsletters, white


    paper registration, etc.

    • Delete browser history, cache, cookies, user IDs and


    passwords after using a public Internet connection

    • Back up your Email.


    Activity and Visual Information
     Activity – Situation based –
    Sai is sending a frustrated email to Ahmed about a product
    received from Ray. This product was not sent in the condition
    which was promised to Sai. Write an appropriate reply to Sai,
    with the details learned earlier.
     Visual information –
     Emailing in Real Life :

    https://www.youtube.com/watch?v=HTgYHHKs0Zw
     Before You Hit "Send“

    https://www.youtube.com/watch?v=fq5ahx7kyQI
    Sources

     http://www.itbusinessedge.com/slideshows/show.as
    px?c=83033

     http://www.netmanners.com/e-mail-etiquette-tips/

     https://owl.english.purdue.edu/owl/resource/636/01/

     http://www.businessinsider.com/email-etiquette-
    rules-every-professional-needs-to-know-2016-
    1?IR=T/#1-include-a-clear-direct-subject-line-1
    Discussion

     Thank you for your Valuable Time.

     Please let the Questions Roll!

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