EMAIL ETIQUETTE.ppt

8/9/2019 EMAIL ETIQUETTE.ppt

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EMAIL ETIQUETTE


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What is email etiquette?

Email etiquette refers to a setof dos and donts that are

recommended by businessand communication exertsin resonse to the !ro"in!concern that eole are notusin! their email e#ecti$ely%


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&ince email is art of the $irtual"orld of communication' many

eole communicate in theiremail messa!es the same "aythey do in $irtual chat rooms(

"ith much less formality andsometimes too a!!ressi$ely%


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Email etiquette o#ers some!uidelines that all "riters can

use to facilitate bettercommunication bet"eenthemsel$es and their readers%


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)ne o$erall oint toremember is that an email

messa!e does not ha$e non*$erbal exression tosulement "hat "e are+sayin!,%


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Most of the time' "e ma-e.ud!ments about a ersons

moti$es and intentions basedon their tone of $oice'!estures' and their roximityto us%


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When those are absent itbecomes more di/cult to

0!ure out "hat the messa!esender means%


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It is much easier to o#end orhurt someone in email and

that is "hy it is imortant tobe as clear and concise asossible%


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Howdo I know if I am usingthe correct etiquette?

There are a number of thin!s toconsider before clic-in! the

+send, button on your email%


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Howdo I know if I am usingthe correct etiquette?

1% 2o" should I format my email?

3% To "hom am I sendingmy email?

4% 5an I send attachments?6% 2o" longshould my email be?

7% Am I amingsomeone? 8And"hat does +9amin!, mean?:

;% When should I not send an email?


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2o" should I format my email?

Try to -ee the email brief8referably to one a!e: so

that readers do not ha$e toscroll%


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>ormat your email to be sentin lain text%


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Write a salutation or !reetin!for each ne" sub.ect email%


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2o"e$er' if you exchan!e se$eralemails o$er the same toic 8forexamle' a meetin! day and time: it is

not necessary to include a !reetin!because it is as thou!h you arecarryin! on a con$ersation%

When "e carry on con$ersations' "edo not say hello each time "e sea-%


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To "hom am I sendin! myemail?

It is al"ays imortant to -no""ho "ill recei$e your email'

includin! the number ofeole you ha$e on themailin! list%


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This hels you in t"o "ays(

>irst' it hels you thin- aboutthe tone of your "ritin!%


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>or examle' "hile you still"ant to follo" traditional

rules of "ritin!' emails thatyou send to your emloyermay be more formal and brief

than to a collea!ue%


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ou "ill need to decide"hether you need to use a

ersons title or if "ritin! the0rst name is aroriate%


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&econd' If you send an email tomore than four eole re!ularly'

you should create mailin!!rous so that the reciients donot need to scroll throu!h

names before they can !et tothe content of the email%


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To "hom am I sendin! email?

It also hels to -ee someemail addresses anonymous'

as some ercei$e it as rudefor their names and emailaddresses to be osted for

stran!ers to see%


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To "hom am I sendin! email?

Emails are ublic documents'desite the fact that you may sendan email to someone ri$ately%

Therefore' only include thosestatements in email that you can

oenly defend should yourmessa!e be circulated or sho"n toother arties%


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5an I send attachments?

es' as lon! as you are sure thatyour reciient can recei$e them%

&endin! attachments is a normalractice "hen you are submittin!

documents for re$ie" orexchan!in! information in the"or-lace%


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Tis in attachin! attachments(

Title the document in a "aythat is easy for the reciient

to 0nd once he or shedo"nloads


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In the content of your email'tell your reciient "hat tye

of soft"are "as used tocreate the document


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Ma-e sure you do not sendo$erly lar!e attachments

unless you are sure yourreciients internetconnection can handle them%


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@ont send unnecessaryattachments if you ha$e

already resented all therele$ant information in anemail messa!e' dont attach

a Word documents reeatin!the same information%


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2o" lon! should my emailsbe?

In !eneral' aroximately onea!e rinted or the len!th of

your comuter screen beforescrollin!%


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2o" lon! should my emailsbe?

1% An executi$e summary atthe to of the email%

3% 2o" soon a resonse isrequired from the reciients%

4% Table of contents


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Am I 9amin! someone?

+>lamin!, is a $irtual term for$entin! emotion online or

sendin! in9ammatory emails% A$oid 9amin! because it

creates more con9ict andtension%


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+>lames, are $irtual food0!hts and are unroducti$e

and in.urious to the artiesin$ol$ed%

What you say cannot beta-en bac-%


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ou can ima!ine ho" muchmisinterretation can occur

"hen you are exressin!frustration andBor an!er%


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Thin!s to consider before $entin!on email(

Would I say this to this ersonsface?

Am I uttin! the recei$er in an

a"-"ard osition?2o" "ould I feel if I !ot this email

messa!e?


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Misinterretations haen$ery easily in neutral emails

because there is a lac- ofnon*$erbal exression to cuethe reciient about your

moti$es and intentions%


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>lameBinaroriate messa!e(

+If you dont 0x this roblem'then I am !oin! to quitT)M)


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Dot a >lameBaroriatemessa!e(

+Im !ro"in! increasin!lyfrustrated by the currentsituation% 5an "e set u a timeto tal- about this more?,


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When should I not send anemail?

@iscilinary action

5on9icts about ersonal

information 5oncerns about fello"

"or-mates 5omlaints


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When it aears that adialo!ue has turned into a

con9ict' it is best to su!!estan end to the s"ain! ofemail and for you to tal- or

meet in erson%


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If you recei$e a 9amin! emailtry to resond in a short and

simle resonse%


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If that does not aease the9amer' then ma-e contact

"ith him or her outside the$irtual realm%

Documents

EMAIL ETIQUETTE.ppt