Email etiquette
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The document provides guidelines for proper email etiquette. It discusses best practices for addressing recipients, using the subject line, writing the body of the email, closing emails, including signatures, and general tips. Key recommendations include keeping the subject line concise and noticeable, addressing recipients properly, being courteous in the body, proofreading for errors, acknowledging receipt, and avoiding heavy attachments or replying to all. Proper email etiquette helps ensure effective communication.
Email etiquette
- 1. EMAIL ETIQUETTE Ajay Kumar Department of Computer Science & Engineering DIT UNIVERSITY, Dehradun INDIA 1
- 2. Email : A 2 decades old now ■ Sending emails is become very common communication among B2B, B2C, C2B, C2C ■ Email is an unique identity to every individual. ■ Email can be created free of cost or by paying some amount. 2
- 3. Email : All begins here(To, CC and BCC) ■ To:for individual or set of individual ■ Who is required to act on the email. ■CC(carbon copy): for those who kept in the loop but are not required to act on it. ■BCC (Blind Carbon copy): for sending the same email to people whose identities you don’t intend to disclose to the people in theTo and CC field. E.g. If A wants B to delegate a job to C, B will write an email to C and ccA. However, if A doesn’t want C to know that A is part of this development, B will bccA. 3
- 4. Email: Subject Line ■ Subject is the dodgiest part of composing an email ■ It decides whether the receiver will junk your email, read it later, open it instantly. ■ Keep the subject direct and noticeable. ■ Don’t write spam-worthy subject like “open-me”, “read-it”, “Hi” ■ Good subject may be “urgent meeting at 3 pm”, “Attn: Quarterly result”, “Notice: New rules for attendance”. 4
- 5. Email : Subject Line slip-ups to avoid (Cont…) ■ Don’t write everything in caps, it’s rude ■ Avoid punctuation too. ■ Case selection like “UrJeNt MeETiNgAt 3Pm” are best left for love mails. ■ While in the body, there is still a scope to hit one or two typos; in the subject line, there is no room for it. 5
- 6. Email: Body of the copy ■ Make a courteous opening and closing ■ Since you are not God; It does not hurt to be warm. ■ Don’t just jump to the purpose of email directly. 6
- 7. Email: Spell the name correctly ■ Never use Mr/Mrs/Ms with first name ■ (e.g. Jon Snow)Address him Mr. Snow ; not Mr. Jon ■ If not sure about gender of the receiver, politely ask if you would like them to be addressed as Mr/Mrs/Ms. ■ There are lots of gender neutral and confusing names in this world. e.g. Kim – Male gender in Korea (a very popular name) - Female gender in USA Shawn - a popular name for ladies as well as gents 7
- 8. Email: Don’t beat around the bush ■ Emails are not meant to read like a novel Fifty shades of grey, So keep it short and simple. ■ The body should – Clearly explain what you want from the receiver – Should be free from spelling and grammatical mistakes – Have proper spacing between the lines – Have the right tone ( read the email aloud before sending, it really works) 8
- 9. Email : closing the mail ■ It’s important to properly close an email e.g. ‘Warm Regards’ ‘Thank you for your time’ ‘Sincerely yours’ ‘Looking forward to hearing from you’ ■ Be aware of closure using to whom; There is no point sending a stinker to a sub-ordinate with a ‘Sincerely yours’ 9
- 10. Email: Include proper Signature ■ Technically your signature should mention everything that’s written on your visiting card, so when in doubt, go by this thumb rule. 10
- 11. Email: Sending an Email ■ Don’t send the email as soon as you are done typing. ■ Take your time, check the email for errors or incomplete information and then send it. ■ Never write an email if you are angry or not experiencing the right set of emotions. e.g. “Get Lost” – as a reply to Boss’s stinker but not to be told anyways ■ Even an hour later, you feel your Boss is a jerk, feel free to write whatever you want to. 11
- 12. Email: Points to be remembered ■ You can take two hours to reply to an email that has been sent from the same time zone. ■ Don’t reply an email in the midnight. It makes you like a fool. ■ If you are sending a heavy attachment, zip it. Don’t annoy someone by blocking their inbox. ■ Don’t ‘reply all’ if you don’t want to communicate with everyone else in the mail. ■ Acknowledge the email. Don’t be silent on it. ‘Noted’, ‘will do the needful’ are some of the easiest ways to acknowledge. ■ Keep humor out of the email; you don’t know how it will be perceived. ■ Don’t use slangs in the email. ■ Lastly create a email ID that don’t sound like [email protected], [email protected], [email protected], 12
- 13. References ■ Times of India,Teck talk, “Email Etiquette”,July 26, 2015 SUNDAY, [email protected] 13 Reach me Ajay Kumar Email: [email protected] Call me: +91-9557 562400