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Presentation on Email Etiquette

Apr 13, 2017

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Business

OpenDev
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  • We interact more and more with the written word all the timeWithout immediate feedback from the reader, its easy to be misunderstoodEmail is still a formal correspondence

  • Think twice about whether or not the content of your email is appropriate for virtual correspondence - once you hit Send, anyone might be able to read itRespond to emails within the same time span you would a phone callUse a professional font, not decorativeBe cautious about sending personal information

  • Should be meaningfulShould give your reader an idea of the content of the emailShould be appropriate, because anyone can look at the subject, even if the recipient chooses not to open the messageFor example: Confidential: Sale numbers for OctoberWhen changing the subject, start a new message

  • Respond in the same time frame you would respond with a phone callBe conscious of responding to the sender or Reply to all Do not overuse Reply to allBe conscious of your recipientDont expect an immediate response

  • Write in a positive tone When I complete the assignment versus If I complete the assignmentAvoid using negative wordsWords that begin with un, non, or ex or end with lessUse smiles , winks ;-) and other graphical symbols only when appropriateUse contractions to add a friendly toneUse please and thank you

  • Check your grammar and spellingUse proper structure and layoutBe efficientEmails that get to the point are much more effectiveAddress all the questions or concerns to avoid delaysRead the email before you send itPlz Dont Abbrvt.Try to keep the email brief (one screen length)

  • Use sarcasm or rude jokesRespond if you are upset. Take some time to cool off and consider appropriate response.Attach unnecessary filesUse CAPITALSLeave out the message threadUse long sentencesLeave irrelevant information

  • When you are sending attachments, include in the email the filename, and what it containsAttached: Project3Proposal.doc with my proposal.Consider sending files in rich text format (rtf) or portable document format (pdf) to ensure compatibilityAttachments often carry viruses

  • Identify yourselfKeep it shortEnsure a quote or tagline is appropriate for everyone to see

  • What does your email address say about you?Should be appropriate to the audienceConsider a second address for professional useConsider your first initial and last name

  • Dont reply to spamReplying confirms that the address is live