Compiled by CA Sanjay Inamdar1 emailing Do’s and Don'ts For Office Emails

Compiled by CA Sanjay Inamdar 1

emailingDo’s and Don'ts

For Office

Emails


Sending• Do not use all ‘caps’ – it is equivalent to

shouting at the other person• Use standard fonts like Times New Roman or

Arial. Do not use fancy fonts• Keep the font size up to 10 – 12 but not more.• Do not type in ‘Italics’. Only selected words

to draw the reader’s attention may be in Italics• Avoid typing all the letters & words in BOLD.

Only specific words may be typed in Bold


Sending…contd.• Type your messages in Black colour only

• Only certain words meant to draw the attention of the reader may be coloured

• Only in extreme cases such words may be coloured in Red

• Formal emails should not have any pictures or animations


Sending…contd.• Message writing –

– The reader’s name should be written / addressed– Use salutations as “Dear Xyz, or just Mr. / Ms Xyz– Type the name of the person correctly– Spelling the name wrongly is bad manners– The message should be crisp and brief – Avoid writing long paragraphs


Sending…contd.• Message writing continued…

– Use bullet points wherever possible to enable quick reading

– Use numbers for bullet points instead of symbols– Use of numbers helps the reader to refer to a

specific point while replying– Give specific date and time wherever required

instead of giving vague timings– Use a tone of “Request” rather than “Order /

Demand”



– Use paragraphs at appropriate places instead of typing all text in one single paragraphs

– Paragraphs enable readers to understand the contents quickly and easily

– It also helps the reader to reply with ease\– Use simple English Language– Language should be easy to understand and also

enable to act on it immediately



– Use words which are known to all and used daily– Words should not be such that the reader has to

refer to a dictionary– Bad words and obscene language should never be

used– Show respect to the reader while drafting emails– Do not use “sms” language in emails– Write complete words. Avoid shortforms


– Each email should end with thanks and regards– If a reply is expected; request for a reply

courteously without insisting for it– If there is an attachment, mention clearly which

file has been attached– The name of the file attachment should be clearly

mentioned in the message


Attachments• Brief description of the attached file should be

given in the message

• When the attachments are more than one, make a list of all in the message

• Brief description of all the files should be given

• When the file size is big, zip it


Attachments…contd.• Check before hand with the receiver whether

his Inbox can receive big file

• Do not email unnecessary voluminous data before checking with the receiver

• When confidential files are attached inform the reader before hand over phone and request him to be present at his desktop

• Use passwords for all confidential files


Attachments…contd.• Do not type the password in the email message

• Call up the specific reader and inform the password

• Use passwords which you can remember

• Passwords should not be complicated but should not be simple and obvious to decode

• Build your own system for passwords and method to remember


Addressing• The specific reader’s id should be typed /

inserted in the “To”

• All other readers which are only for information should be under “Cc”

• Do not put all the ids under “To” unless the email is for joint reading

• If reply is expected only from one reader then only his id should be under “To”


Addressing…contd.• All other readers should be under “Cc” only

• Readers put under “Cc” are only for information, to keep them under loop

• Do not expect replies from the “Cc” list

• Use of “Bcc” – Blind Carbon Copy

• “Bcc” is used when the sender does not want to disclose to the recipient, that other people are also receiving a copy of the email


Addressing…contd.• If you are sending an email to multiple people,

put their email addresses in the “Bcc” field and your own email address in the “To” field.

• No one likes to share their private email address with strangers


Subject• Do not ignore or forget to type the “subject’ in

the subject line

• Writing the subject gives the recipient brief and immediate information about the purpose of the email

• Single words like "Hi" or "Hello" or "Help" are a strict no-no. Think of meaningful but short titles


Read Notification Receipt

• Do not request a Read Notification Receipt unless you really need to know that the email was opened.

• Return Receipts can be thought by the recipient to be somewhat of an insult - implying that you don't trust the fact that they will read it or will respond in a timely fashion

• Use Return Receipts only when it is “must” and critical


Replies• Reply promptly to all emails specifically

addressed to you

• If you require time to reply send an email asking for time but do acknowledge

• Use “Reply All” only if your reply is meant for all the “Cc” list also


Replies…contd.• If you are going to quote someone in a reply,

only quote the salient points - not the whole thing.

• If you are going to reply with history, remove any attachments before sending it.

• If you are replying to an email that contained an attachment, then that means they already have the file - no need to resend it.


Forward• Do a “Forward” only if it is a must and only if

the sender has forgot to include a person in the mailing list

• General emails may be forwarded but it would do well if the sender is asked before forwarding his specific email to others

• Before forward think whether the entire chain of emails below is really required to be sent


Forward…contd.• Never, forward a "mass mailing" email,

especially anything – claiming to be for someone dying, – some new law that is going to make us all pay,

warnings of a virus, – make you rich, etc.

If you feel like it is your duty to send it, then at least check it out to make sure it is real


Spell check• Do not hit the Send button without doing a

spell check

• An email with spelling mistakes or grammatical errors indicates that you have written the message in a casually and may convey a bad impression

• Always read the message before publishing it to all


General Rules• Do not send -

– Jokes, Non business emails, Pictures, Films, video clips

– Personal invitations

• Check out the Corporate Policy on sending personal invites

• Do not write an email while you are angry or in a really bad mood. It would reflect on the style of your writing


Saving emails• Save specific, important emails in your

personal folders

• All attachments should be saved in your specific excel / word / ppt. folders

• After saving critical emails outside the mail box delete such emails

• Save your address book too, its useful if the address file gets corrupted


Thank You

•Happy emailing


Documents

Compiled by CA Sanjay Inamdar1 emailing Do’s and Don'ts For Office Emails