E Mailing Etiquettes

8/9/2019 E Mailing Etiquettes

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E-mailingE-mailing etiquettes for

official mails


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Sending

Do not use all caps as it is equivalent toshouting at the other person!!!

Use standard fonts like Times New Roman orArial. Do not use fancy fonts

Keep the font size up to 10 12 but not more.

Do not type in Italics. Only selected words to

draw the readers attention may be in Italics Avoid typing all the letters & words in BOLD.

Only specific words may be typed in Bold


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Sendingcontd.

Type your messages in Black color only

Only certain words meant to draw the attention

of the reader may be colored Only in extreme cases such words may be

colored in Red

Formal emails should not have any pictures oranimations


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Sendingcontd. Message writing

The readers name should be written / addressed

Use salutations as Dear Xyz, or just Mr. / Ms.

Xyz. When writing e-mail to westerner, please use last

name for addressing, such as: Mr./Dear, Gates. (for

Mr. Bill Gates)

Type the name of the person correctly

Spelling the name wrongly is taken as offence

The message should be crisp and brief


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Sendingcontd. Message writing continued

Avoid writing long paragraphs

Use bullet points wherever possible to enable

quick reading Use numbers for bullet points instead of symbols

Use of numbers helps the reader to refer to aspecific point while replying

Give specific date and time wherever requiredinstead of giving vague timings

Use a tone of Request rather than Order /Demand


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Sendingcontd.

Message writing continued

Use paragraphs at appropriate places instead of

typing all text in one single paragraph

Paragraphs enable readers to understand the

contents quickly and easily

It also helps the reader to reply with ease

Use simple English Language Language should be easy to understand and also

enable to act on it immediately


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Sendingcontd.


Use words which are known to all and used daily

Words should not be such that the reader has torefer to a dictionary

Bad words and obscene language should never be

used

Show respect to the reader while drafting emails

Do not use SMS language in emails

Write complete words. Avoid short forms


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Sendingcontd.


Each email should end with thanks and regards

If a reply is expected; request for a replycourteously without insisting for it

If there is an attachment, mention clearly which

file has been attached

The name of the file attachment should be clearlymentioned in the message


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Attachments

Brief description of the attached file should be

given in the message

When the attachments are more than one,make a list of all in the message

Brief description of all the files should be

given

When the file size is big, zip it


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Attachmentscontd.

Check before hand with the receiver whether

his Inbox can receive big file

Do not email unnecessary voluminous databefore checking with the receiver

When confidential files are attached inform the

reader before hand over phone and request him

to be present at his desktop

Use passwords for all confidential files


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Attachmentscontd.

Do not type the password in the email message

Call up the specific reader and inform the

password Use passwords which you can remember

Passwords should not be complicated but

should not be simple and obvious to decode Build your own system for passwords and

method to remember


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Addressing

The specific readers id should be typed/

inserted in the To

All other readers which are only forinformation should be under Cc

Do not put all the ids under To unless the

email is for joint reading

If reply is expected only from one reader then

only his id should be under To


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Addressingcontd.

All other readers should be under Cc only

Readers put under Cc are only for

information, to keep them under loop Use of Bcc Blind Carbon Copy

Bcc is used when the sender does not want

to disclose to the recipient, that other peopleare also receiving a copy of the email


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Addressingcontd.

If you are sending an email to multiple people,

put their email addresses in the Bcc field and

your own email address in the To field.

No one likes to share their private email

address with strangers


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Subject

Do not ignore or forget to type the subject in

the subject line

Writing the subject gives the recipient briefand immediate information about the purpose

of the email

Single words like "Hi" or "Hello" or "Help"

are a strict no-no. Think of meaningful but

short titles


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Read NotificationReceipt

Do not request a Read Notification Receipt

unless you really need to know that the email

was opened.

Return Receipts can be thought by the

recipient to be somewhat of an insult -

implying that you don't trust the fact that they

will read it or will respond in a timely fashion

Use Return Receipts only when it is must

and critical


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Replies

Reply promptly to all emails specifically

addressed to you

If you require time to reply send an emailasking for time but do acknowledge

Use Reply All only if your reply is meant for

all the Cc list also


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Repliescontd.

If you are going to quote someone in a reply,

only quote the salient points - not the whole

thing.

If you are going to reply with history, remove

any attachments before sending it.

If you are replying to an email that contained

an attachment, then that means they already

have the file - no need to resend it.


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Forward

Do a Forward only if it is a must and only if

the sender has forgot to include a person in the

mailing list

General emails may be forwarded but it would

do well if the sender is asked before

forwarding his specific email to others

Before forward think whether the entire chain

of emails below is really required to be sent


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Forwardcontd.

Never, forward a "mass mailing" email,

especially anything

claiming to be for someone dying, some new law that is going to make us all pay,

warnings of a virus,

make you rich, etc.

If you feel like it is your duty to send it, then

at least check it out to make sure it is real


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Spell check

Do not hit the Send button without doing a

spell check

An email with spelling mistakes orgrammatical errors indicates that you have

written the message in a casually and may

convey a bad impression

Always read the message before publishing it

to all


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GeneralRules

Do not send -

Jokes, Non business emails, Pictures, Films, video

clips

Personal invitations

Check out the Corporate Policy on sending

personal invites

Do not write an email while you are angry or

in a really bad mood. It would reflect on the

style of your writing


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Savingemails

Save specific, important emails in your

personal folders

All attachments should be saved in yourspecific excel / word / ppt. folders

After saving critical emails outside the mail

box delete such emails

Save your address book too, its useful if the

address file gets corrupted


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Thank You

Happy E-mailing

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