Email Etiquette

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Email Etiquette


Topics Covered• E-Mail structure• Email Body

• Addressing the person• Content of the mail• Sign off or ending appropriately

• Rules to be followed• Do’s and Don’ts• Email Ids


Email Structure• To: The person you are directly addressing• Cc: For the people you are indirectly addressing• Bcc: is like 'Cc'

except that the addresses in 'To' and 'Cc' do not know that the addresses in the 'Bcc' are included in the conversation.

• Subject: Use clear subject lines


Email Body• Addressing the person:

Starting each email with a greeting - "Hi," "Hello," or "Dear X“, “Respected Sir / Madam” is good etiquette.

• Content: Simple, To-the-point, do not use short-forms, smilies• Ending the mail: End official mails with either “Thank you” or

“Regards” or “Yours sincerely”


Do’s• First write the body of the email• Choose your mode of addressing carefully• Write the purpose of your mail• Re-read the email and check for spelling mistakes • Do not use smilies and abbreviations in official emails• End the email appropriately• Lastly, fill in the To and CC. Use Bcc sparingly.


Dont’s• Do not use smilies (, , ...,) when sending official mails• Do not use abbreviations (fyi, asap, ...) in official emails• Do not use ALL UPPERCASE –

That is the email equivalent of yelling• Do not use ‘Urgent’ in the subject line when sending your

resume.• Do not use coloured fonts


Email Id CreationAlways keep your email id creation as [email protected]

For ex. If your name is Shafi Mahmed, then create your email id as First Name = Shafi and Last Name = Mahmed

mailto:[email protected]


Email Examples

Above emails are not good because • Do not have content in the body section• Not having the right content in the body section• Name of the person sending email not formatted correctly• Name of the document not formatted correctly


Email Examples

This email is a bad example because it is a forwarded mail that is again forwarded to the HR.

Do not use words like ‘anna’ in the email body


Email SampleDear Sir / Madam,

My name is <name> and I have completed <put your last course / Grad / PG> from <institute / college / University> in <stream>.

I am looking for a job where i can implement my skills and work for the development of your esteemed organization.

Please consider my resume for any suitable openings.

Thanks & Regards,

<name>

<mobile no.>

Career

Email Etiquette