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    Siraj Email Etiquette

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    Siraj Munir
    1. Email etiquette guidelines include dos and don'ts for effective communication such as being concise, using proper grammar, and avoiding sensitive topics over email. 2. Dos include using a descriptive subject line, being polite, answering questions fully, and adding a greeting and signature. 3. Don'ts include using all capital letters, excessive punctuation, anonymous emails, or forwarding without permission. Consider your audience and message carefully.

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    Siraj Email Etiquette

    Uploaded by

    Siraj Munir
    40 views18 pages
    1. Email etiquette guidelines include dos and don'ts for effective communication such as being concise, using proper grammar, and avoiding sensitive topics over email. 2. Dos include using a descriptive subject line, being polite, answering questions fully, and adding a greeting and signature. 3. Don'ts include using all capital letters, excessive punctuation, anonymous emails, or forwarding without permission. Consider your audience and message carefully.

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    1. Email etiquette guidelines include dos and don'ts for effective communication such as being concise, using proper grammar, and avoiding sensitive topics over email. 2. Dos include using a descriptive subject line, being polite, answering questions fully, and adding a greeting and signature. 3. Don'ts include using all capital letters, excessive punctuation, anonymous emails, or forwarding without permission. Consider your audience and message carefully.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    40 views18 pages

    Siraj Email Etiquette

    Uploaded by

    Siraj Munir
    1. Email etiquette guidelines include dos and don'ts for effective communication such as being concise, using proper grammar, and avoiding sensitive topics over email. 2. Dos include using a descriptive subject line, being polite, answering questions fully, and adding a greeting and signature. 3. Don'ts include using all capital letters, excessive punctuation, anonymous emails, or forwarding without permission. Consider your audience and message carefully.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 18

    Email Etiquettes

    Trainer: Siraj
    What is Email Etiquette?
    A Set of DOs and DON’Ts recommended by
    business and communications experts in
    response to growing concerns that people are
    not using in their emails effectively and
    appropriately.
    Email etiquettes offer some guidelines that all
    writers can use to facilitate better
    communication between themselves and their
    readers.
    DO’s
    • Check the DHA’s Email Policy.
    • Think about the message content before you
    send it out.
    • Be polite.
    • Be concise and to the point.
    DO’s: Subject Line
    • Ensure that you have entered a meaningful
    and self descriptive Subject line
    • Examples:
    – Poor : “Information on Product”
    – Good: “Information on Product XY”
    – Poor: “Status Report Project 1”
    – Good: “Your Input Required on Project 1”
    DO’s
    • Be patient with inexperienced users.
    • Be careful while replying to mailing lists, or
    while using “Reply All”.
    • Delete anything which is not required or is
    obvious. Avoid long sentences.
    • Inform your correspondent if you are
    forwarding his email.
    DO’s
    • Use proper spelling, grammar and punctuation.
    • Understand the language / spelling differences
    between countries:
    – Color / colour
    – Organization / Organisation
    – Cookies / Biscuits
    – Sweet / Candy
    – First Floor / Ground Floor
    DO’s
    • Make it personal.
    • Answer all questions – pre empt further
    questions.
    • Avoid using words like URGENT, IMPORTANT
    • Reply within the time taking not more than
    what you would to return a phone call.
    • Use proper structure and layout
    DO’s
    • Prefer BCC over CC.
    • Use ACTIVE instead of PASSIVE.
    – Preferred: “We will process your order today”
    – Poor: “Your order will be processed today”
    • Try to keep the language gender neutral.
    • Always start email with Hi, Hello, Dear or whatever
    you are comfortable with.
    • It is polite to add a “Thank You” in the end,
    specially if you are requesting for something.
    • Always end with Regards, Sincerely yours etc.
    DON’Ts - Abbreviations
    • Use abbreviations as sparingly as possible.
    – 2L8: Too late
    – Lol: Laugh out loud
    – AAMOF: As A Matter of Fact
    – AFAIK: As far as I know
    – CMIIW: Correct me if I am wrong
    – FYI: For your information
    – IKWUM: I know what you mean
    DON’Ts - Emoticons
    • Use humor and irony as sparingly as possible
    – Happy :) = 
    – Sad :( = 
    – Surprised :o
    – Wink ;)
    – Person with glasses smiling 8)
    DON’Ts
    • Don’t leave the Subject line blank.
    • Avoid using Hi, Help, Please Response or
    recipient's name in the subject field.
    • Refrain from using multiple ??????????
    Or !!!!!!!! (do you understand this yourself?)
    • It is better to write 5th April instead of 5/4.
    • If you use time stamp, do mention place as
    well.
    DON’Ts
    • Never reply to an email when you are angry.
    • Don’t use CAPITALS – it is interpreted as
    SHOUTING!
    • Using all lower case letters looks lazy.
    • Don’t overuse punctuation marks.
    • Don’t send chain emails – just delete them right
    away.
    • Delete anonymous or unwanted emails even
    before reading them.
    DON’Ts
    • Never make personal remarks – specially
    about third parties.
    • Be careful in using “Reply All”
    • Don’t use an email as an excuse to avoid
    personal contact.
    DON’Ts
    • An Email should NOT be sent in following cases:
    – Disciplinary Action.
    – Conflicts about grades/salary or personal conflicts.
    – Concerns about workmates/workgroups.
    – Complaints
    • Never forward an email without adding a
    comment as to why you are doing so.
    • Avoid including a greeting if you exchange
    several emails over the same topic.
    Summary
    1. Beware of hidden readers
    2. Write like Mom or the boss will read it
    3. Remain gender neutral
    4. Keep harassment and discrimination policies
    in mind
    5. Don’t use email to let off steam
    6. Control the urge to “flame”
    7. Respect others time
    8. Never reply to spam
    Summary … Contd
    9. Do not email the world
    10.Copy with care; Reply to all with care
    11.Don’t oversell your message
    12.Ask permission before forwarding
    13.Be cautious sending attachments
    14.Always use a salutation and signature
    15.Beware the exclamation point
    Summary … Contd
    16.Resist the urge to capitalize
    Also applies to all lower case letters
    17.Use correct spelling, grammar and punctuation
    18.Think before requesting a receipt
    19.Keep editorial comments to yourself
    20.Treat others as you would have them treat you
    21.Consider e-mail’s limitations
    22.Always use a descriptive subject line

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