EMAIL ETIQUETTESUltimez Technology Inc.Hubli.

What is Email Etiquette?

Email etiquette refers to the principles of behavior that one should use when writing or answering email messages. Because email is less personal than a phone or in-person conversation, it is possible for serious breaches of manners to take place.Is a code of behaviour that delineates expectations for social behaviour according to contemporary, conventional norms within a society, social class or group

Why is Email Etiquette Important?

The kind of email you write gives clues about your own personality. The most important thing while writing a message is its Etiquettes, Manners. Professionalism: by using proper email language, you & your company will

convey a professional image. Efficiency: emails that get to the point are much more effective than poorly

worded emails. The point of email etiquette is that it helps streamline communication. Make

your requests and information clear and concise, but give enough information so that your recipient understands what your message indicates.

Effectively communicating plays an important role in professional workplaces, as well. If you know the rules of email etiquette and put them to proper use, it will be easier to get your point across.

Elements of Effective Business Emails

Salutation Subject line Addressing

Tone

Signatures Body

AttachmentsClosing

SALUTATION Any of these salutations can be used in email going to multiple recipients. In

addition, Greetings can act as a salutation in an automatic reply you might set up when you are going to be out of the office. Greetings, Good morning, Good afternoon.

Use ‘Dear Sir/Madam’ when we are writing to a stranger.

Use ‘Dear Team’ or ‘Dear Members’ when writing to internal group members.

Unless you are certain that a woman prefers Miss or Mrs., use the title Ms.

Use ‘Hi / Hello’ whenever referring to any international party.

Good morning, James. This salutation can be a useful way to begin email messages as it is both businesslike and friendly. Of course, at the time you send the message, it should actually be morning in the recipient’s time zone.

The standard way to open a business letter is with Dear, .

If you don't know the reader well or if the letter or the relationship is formal, use a title and a last name (Dear Ms. Browne). Otherwise, use the first name (Dear Gila).

SUBJECT

The subject line of the email should grab the attention of the reader and also should summarize the message.

Importance of the message must be indicated in the subject line.

It should be specific and brief.

Using an effective subject line increases the chances of your message being read rather than mistaken for being deleted or moved to spam.

No message should be sent without the subject line.

Examples of Ineffective subject line: Hi, Meeting, Thoughts, etc.

Examples of Effective subject line: Meeting today @ 3pm in conference hall.

ADDRESS It is the address of the recipient. Maintain an address book for the recipients. The addressee in ‘TO’ field is responsible for taking action outlined on the

subject line and the message directly relates to them. ‘TO’ field and Subject line are integrated. The addressee in the ‘CC’ field are the people from whom No actions or

response are expected. They only need to read or file the message. The people whose work is

indirectly affected by communication should be included in ‘CC. Use ‘BCC’ field to protect email address of the members unless everyone

knows each other. Fill in addresses last to avoid sending an incomplete Email by mistake Make sure forward does not embarrass sender.

Get permission if in doubt.Never “diss” (disrespect) sender in forward or reply.

.

BODY This is the main part of the message. Ensure that matter is written in paragraphs that makes easier for the reader to

understand. One paragraph = One idea Body part should not be lengthy. Keep it short. Only one idea to be include in one mail. That is, for separate ideas separated mails

to be drafted. Use black or blue fonts as far as possible. Keep the message focused and readable. Use inverted pyramid (newspaper). Use short sentences and active voice. Avoid fancy typefaces. Write in standard professional English with Capitalization and correct spelling. Avoid chat speak, e.g., Gud Mrng & emoticons, . Don’t type in All Caps – like yelling. Avoid using URGENT and IMPORTANT. Use * * to highlight text if you must. Proofread & spell check

TONE This is the value adding part of the message. The tone of the message should be positive. Reflect the tone as per the audience, that is, be it a friend, colleague or senior. Avoid negative words that begins with “un, non, ex” or the words that ends with

“less”. Bullet important details so that they are easy to pick out. Use Bold and Capital letters to highlight important or critical points. Convincing Tone.

ATTACHMENTS

This is used when any data or working is to be shown separately.

Attach the file before entering the names in ‘TO’ field so that you never forget an attachment.

While sending an attachment, recipient should be informed that file name ABC.xls saved in XYZ folder is attached for reference, so that the recipient can open the file from the path if the attachment does not open due to any error.

Sending an attachment makes the file heavy, so URL should be pasted as far as possible.

Send an attachment only if its necessary,

CLOSING This is the ending part of the mail. This is equally important as opening so it should be matched

with the opening. For Professional mails use ‘Best Regards, Thank You, Sincerely’,

etc. For Casual mails use ‘Best Wishes, Cheers’, etc. For Formal mails use ‘Yours Sincerely, Yours Faithfully’ etc.

SIGNATURES Email signature should be simple and informative. It should be short and standardised. It should include Name, Title, Organisation, Email address,

contact details and website. Do not try to be funny and quote your favourite stuff in the

signature.

Dos & don'ts for effective email communication Before the message is composed the first step is to identify the purpose of the

message and determining what action is to be taken by the recipient. Focus on the objective i.e. To achieve the “5 I’s” – Inform, Inquire, Influence,

Instruct, Incite. Focus on the content i.e. Don’t led unnecessary ideas intrude the principal

message. If multiple members are responsible for different actions clearly indicate who is

responsible for what. Do not write in capitals. Writing in capitals makes it seem as if you are shouting. Do not overuse Reply to all or CC field. Sending e-mail is not the same as talking to a person face to face. In business mails do not use abbreviations like BTW or LOL or use icon. Be more polite than when you speak Keep language gender neutral.

Dos & don'ts for effective email communication (Contd..)

Try to give response very next to the each point in different colour. Use proper spelling, grammar and punctuations. Do not send jokes in mails. Send the mail with the mail priority, i.e. High importance or Low importance as per

requirement so that recipient can decide his priority of responding mails. Do not forward unnecessary mails and also do not attach unnecessary files. Identify yourself clearly to cold contacts.

Hello, I am…The reason I am writing…Hello, so-&-so suggested I contact you…Respond Promptly.Apologize if you don’t.Interim reply when too busy.

Don’t shoot the messenger.