Email Etiquette

EMAIL ETIQUETTE

BY—SUKANTO CHOWDHURY

E-Mail Etiquette

Etiquette – is defined as:

“the conduct or procedure required by good breeding or prescribed by authority to be observed in social or official life”

E-Mail Etiquette

E-Mail Etiquette• The purpose of e-mail etiquette:– Professionalism.– Efficiency.– Security.

E-Mail Rules• Know your internal policies.• Keep responses concise.• Answer questions asked in the original e-mail.• Use proper punctuation, grammar and

spelling.

E-Mail Rules• Personalize your e-mail.• Avoid unnecessary file attachments.• Check for proper layout.• Use appropriate opening and closing.

E-Mail Rules• DO NOT USE ALL CAPITAL LETTERS!• Read message thoroughly before sending.• Know when to “reply to all.”• Auto-respond when out of the office.• Delete chain letters immediately.

E-Mail Rules• Protect confidential information.• Clearly identify the subject.• Avoid unprofessional language.• Minimize use of bold font.• Use blind copy (BC) when individuals don’t

know each other.

Enforcing E-Mail Etiquette• Stay abreast of internal policy. • Attend available training.• When in doubt, ask.

E-Mail Privacy• There is no such thing.• Be aware of company monitoring systems.• Once sent, e-mail cannot be controlled. • Protect information from hackers.

Examples of bad emailsRemember these emails are fake!

To: [email protected]: [email protected]

Topic: Attn Marc

Subject:This is for marc only and if you are not him delete.

Marc the ballgame the other day was just sweet , I know we are the best team.

Marc you are the coolest!!!!!

Tim

To: [email protected]: [email protected]

Topic: Officers Meeting (officers only)

Subject:I was emailing you to tell you that we will have a

meeting this Thursday at MacDonald's.

We will be going over the months community service projects.

See you there

BobPresident

Reasons why both were bad! 1st Email The first email was just plain

rude and stupid It is rude to fill up other

peoples emails with personal stuff that you could take the time to find marc’s email and email him directly.

Also what if there were people from other teams reading that email.

Personal emails are meant for personal addresses!

2nd Email This email might seem to be

ok but really it is not. The non officers might over

look the topic read the email and show up at the meeting

Only to waste their time. If you want to email the

officers make a separate list serve or put the emails in, do not email the club list serve.

Examples of good emailsRemember these emails are fake!

To: [email protected]: [email protected]

Topic: problems at the club office

Subject: This week the construction going on around the

office has been sort of destructive.

The power has been cut at the office and there is no power.

If you were planning on going by the office to work on project please try next week

Jan

To: [email protected]: [email protected]

Topic: The web page assignments

Subject:As you all know the deadline for turning in you

pages you are designing is March 24th

Please have these completed by this time and up on FTP.

Hope everyone gets these done ASAP

Robbie

Reasons why both are good!• 1st Email• This email is informative for

all the members• It also is meant for everyone!• It in no way makes any

personal remarks• It is ok if you want to add

jokes or comments that the whole group understands.

• 2nd Email• This email is a perfect

example of a deadline or meeting time email!

• It was not sent for just the select few but for the entire club

• Make sure if you email at anytime you make sure the email is similar to these formats.

• If not, thinks about emailing it before you fill up others inboxes!

THANK YOU