Email Etiquettes Email Etiquettes Dr. Reddy’s Foundation Dr. Reddy’s Foundation Learning & Development Learning & Development
Email EtiquettesEmail Etiquettes
Dr. Reddy’s FoundationDr. Reddy’s FoundationLearning & DevelopmentLearning & Development
ObjectiveObjective
By the end of this session you will be able toBy the end of this session you will be able to
• Write in a professionally accepted wayWrite in a professionally accepted way
• In simple and smartIn simple and smart
• Without any mistakesWithout any mistakes
• Avoid direct and indirect mistakes Avoid direct and indirect mistakes
• Create a good impression in the recipient of your mail Create a good impression in the recipient of your mail
What is Email etiquette?What is Email etiquette? Need of Email etiquettes!Need of Email etiquettes!
To addressTo address CC & BCCCC & BCC
Subject & TagsSubject & Tags AttachmentsAttachments
Addressing Addressing Text messagesText messages
ClosingClosing SignaturesSignatures
Reply & reply to allReply & reply to all Forward Forward
General tipsGeneral tips Clarifications Clarifications
ContentsContents
Email etiquette? Email etiquette?
Email etiquette is defined as socially acceptable Email etiquette is defined as socially acceptable
behaviour while communicating through emailsbehaviour while communicating through emails
It depends upon to whom we are writing It depends upon to whom we are writing
• Friends & RelativesFriends & Relatives
• Superiors, partners or other officialsSuperiors, partners or other officials
Need of Email etiquettesNeed of Email etiquettes
Not following these etiquettes may lead toNot following these etiquettes may lead to
• A bad experience with one or all the persons involved in A bad experience with one or all the persons involved in
the communicationthe communication
• A unprofessional opinion may be created on youA unprofessional opinion may be created on you
Well written messages will be more effective in Well written messages will be more effective in
getting the work done / fulfilling the intention of getting the work done / fulfilling the intention of
writing the mail. writing the mail.
ToTo
We should not write too many addresses in this space. It We should not write too many addresses in this space. It
should contain all the address from whom you are expecting should contain all the address from whom you are expecting
reply. reply.
Carbon CopyCarbon Copy
Whom you want to informWhom you want to inform
Who needs to knowWho needs to know
Blind Carbon CopyBlind Carbon Copy
To hide the information being sent To hide the information being sent
To hide the email ids from the group. However it is not To hide the email ids from the group. However it is not
encourage to use BCC in official communications encourage to use BCC in official communications
AddressesAddresses
SubjectSubject Subject of the mail should convey the purpose of Subject of the mail should convey the purpose of
the mailthe mail
It should be clearly definedIt should be clearly defined
Improper subject lines may create confusion in Improper subject lines may create confusion in
the recipient of the mail and avoid/delay the the recipient of the mail and avoid/delay the
action to be taken against itaction to be taken against it
Each time you reply / forward subject lines should Each time you reply / forward subject lines should
be changed accordingly if needed.be changed accordingly if needed.
AttachmentsAttachments
Never forget Never forget
More than one file – Zip/CompressMore than one file – Zip/Compress
Do not attach too many filesDo not attach too many files
Avoid if possible & Use text messageAvoid if possible & Use text message
It Consumes more timeIt Consumes more time
If the file is large, share it thorugh some other If the file is large, share it thorugh some other
source like Dropbox. source like Dropbox.
AddressingAddressing
Informal communicationInformal communication
• You are free to use any kindYou are free to use any kind
Formal communicationFormal communication
• Dear Rakesh Shukla (Full name)Dear Rakesh Shukla (Full name)
• Dear Lalitha Sharma,Dear Lalitha Sharma,
• Dear Sir,Dear Sir,
• Dear Madam,Dear Madam,
• Dear Sir / Madam,Dear Sir / Madam,
Text MessageText Message
First two lines conveys the messageFirst two lines conveys the message
Next two lines tells about action requiredNext two lines tells about action required
Keep it short & SimpleKeep it short & Simple
Mention - “Please find the enclosed attachment(s)” Mention - “Please find the enclosed attachment(s)”
• if applicableif applicable
Mention No reply is required in subject line if not Mention No reply is required in subject line if not
requiredrequired
ClosingClosing UseUse
• Thanks and regardsThanks and regards
• Thanks and warm regardsThanks and warm regards
• Best regardsBest regards
• Thank youThank you
Never useNever use
• Thanking youThanking you
• Yours faithfully Yours faithfully
• Always in your serviceAlways in your service
SignatureSignature
Save your signatureSave your signature
• Your nameYour name
• Designation-DepartmentDesignation-Department
• Organization nameOrganization name
• Phone numberPhone number
• Email idEmail id
ReplyReply
You will have two options all the time. Reply to You will have two options all the time. Reply to
all, and Reply. all, and Reply.
• Reply to all: Your reply messages will go to everyone in Reply to all: Your reply messages will go to everyone in
the mail. Some times it irritates others who are not the mail. Some times it irritates others who are not
concerned about this conversation. So choose wisely. concerned about this conversation. So choose wisely.
• Reply : It takes to the sender of the mail only. Reply : It takes to the sender of the mail only.
Don’t delete ‘Re’ in the subject whenever you Don’t delete ‘Re’ in the subject whenever you
replyreply
ForwardForward
Study – find correct - forwardStudy – find correct - forward
Change the subject accordingly if requiredChange the subject accordingly if required
Don’t remove ‘FWD’ from the subjectDon’t remove ‘FWD’ from the subject
Write the message clearly with your comments, Write the message clearly with your comments,
Don’t just write FYI unless you think others who Don’t just write FYI unless you think others who
receive your mail are clearreceive your mail are clear
General TipsGeneral Tips
FontFont
Use standard font Use standard font
Avoid colored fonts in professional emailsAvoid colored fonts in professional emails
Be very specific with the use of Be very specific with the use of boldbold
Keep the size of the font visible and constantKeep the size of the font visible and constant
Paragraph and line spacing should be legitimate and visually Paragraph and line spacing should be legitimate and visually
appealingappealing
Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’
instead of ‘why’, ‘r’ instead of ‘are’, etc)instead of ‘why’, ‘r’ instead of ‘are’, etc)
……...tips continued...tips continued
Do not use UPPER case alphabets unless using it Do not use UPPER case alphabets unless using it
as a title. This gives a negative implication (looks as a title. This gives a negative implication (looks
like you are shouting those words)like you are shouting those words)
Save contacts asSave contacts as
• Mr.RajeshMr.Rajesh / Ms.Radhika — why? / Ms.Radhika — why?
Spell check is unavoidableSpell check is unavoidable
Take a minute or two for proof reading Take a minute or two for proof reading
??
Recapitulation Recapitulation
Small group work: Small group work: • Each one of you please share with Each one of you please share with
othersothers One learning from this sessionOne learning from this session No one can repeat the others learningsNo one can repeat the others learnings
Thank YouThank YouVERVE EducationVERVE Education
Bhaskar Babu BodaBhaskar Babu Boda