Siraj Email Etiquette

8/7/2019 Siraj Email Etiquette

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Email EtiquettesTrainer: Siraj


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DOs

Check the DHAs Email Policy.

Think about the message content before you

send it out. Be polite.

Be concise and to the point.


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DOs: Subject Line

Ensure that you have entered a meaningful

and self descriptive Subject line

Examples: Poor : Information on Product

Good: Information on Product XY

Poor: Status Report Project 1

Good: Your Input Required on Project 1


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DOs

Be patient with inexperienced users.

Be careful while replying to mailing lists, or

while using Reply All. Delete anything which is not required or is

obvious. Avoid long sentences.

Inform your correspondent if you areforwarding his email.


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DOs

Use proper spelling, grammar andpunctuation.

Understand the language / spelling differencesbetween countries:

Color / colour

Organization / Organisation

Cookies / Biscuits Sweet / Candy

First Floor / Ground Floor


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DOs

Make it personal.

Answer all questions pre empt further

questions. Avoid using words like URGENT, IMPORTANT

Reply within the time taking not more than

wh

at you would to return a ph

one call. Use proper structure and layout


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DOs

Prefer BCC over CC.

Use ACTIVE instead of PASSIVE.

Preferred: We will process your order today

Poor: Your order will be processed today

Try to keep the language gender neutral.

Always start email with Hi, Hello, Dear or

wh

atever you are comfortable with

. It is polite to add a Thank You in the end,

specially if you are requesting for something.

Always end with Regards, Sincerely yours etc.


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DONTs - Abbreviations

Use abbreviations as sparingly as possible.

2L8: Too late

Lol: Laugh

out loud AAMOF: As A Matter of Fact

AFAIK: As far as I know

CMIIW: Correct me if I am wrong

FYI: For your information

IKWUM: I know what you mean


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DONTs - Emoticons

Use humor and irony as sparingly as possible

Happy :) =

Sad :( =

Surprised :o

Wink ;)

Person with glasses smiling 8)


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DONTs

Dont leave the Subject line blank.

Avoid using Hi, Help, Please Response or

recipient's name in th

e subject field. Refrain from using multiple ?????????? Or

!!!!!!!! (do you understand this yourself?)

It is better to write 5th

April instead of 5/4. If you use time stamp, do mention place as

well.


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DONTs

Never reply to an email when you are angry.

Dont use CAPITALS it is interpreted asSHOUTING!

Using all lower case letters looks lazy.

Dont overuse punctuation marks.

Dont send chain emails just delete them right

away. Delete anonymous or unwanted emails even

before reading them.


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DONTs

Never make personal remarks specially

about third parties.

Be careful in using Reply All Dont use an email as an excuse to avoid

personal contact.


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DONTs

An Email should NOT be sent in following cases:

Disciplinary Action.

Conflicts about grades/salary or personal conflicts.

Concerns about workmates/workgroups.

Complaints

Never forward an email without adding a

comment as to why you are doing so. Avoid including a greeting if you exchange several

emails over the same topic.


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Summary

1. Beware ofhidden readers

2. Write like Mom or the boss will read it

3. Remain gender neutral

4. Keep harassment and discrimination policiesin mind

5. Dont use email to let off steam

6. Control th

e urge to flame7. Respect others time

8. Never reply to spam


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Documents

Siraj Email Etiquette