E-Mails Etiquette
Sonali Ghosh(HR)HCL Infotech
E-Mails Etiquette
Jagrati Asija
Contents • E-Mail Etiquette Need• Essentials of an E-Mail• Basic Rule of Email communications • Important Guidelines
E-Mail Etiquette Need It Needs to implement etiquette rules for the following three
reasons
• Professionalism• Efficiency
• Protection from liability
Essentials of an EMAIL
Essentials of an EMAIL
• Addressing (To, CC / BCC )• Salutation ( Greeting)
• Message Text• Subject line• Signature• Attachments
Addressing • It’s the address of the recipient.
• You should always make sure you e-mail the right people, in the right way.
• To, Cc and Bcc fields allow you to indicate how your message should be read by the people that receive it.
To- People required to take action.Cc- Kept informed of the content, but no actions
required from them.Bcc- Receive the message without any of the other recipients knowing. Also used for larger
mailings (over 50).
Salutation ( Greeting)
• Always open your email with a greeting.• For formal or business e-mails, use the surname, not
the first name: Dear Mrs. Sharma
Dear Sir.• If you’re contacting a company, not an individual,
you may write To Whom It May Concern:
Gentlemen
Message Text
Message Text
• Keep the message focused • Keep it short• Use paragraphs
• Break into paragraphs• Avoid fancy typefaces
• Use standard professional English with Capitalization and correct spelling
Subject Line
• Subject line Should be meaningful.• It Should give your reader an idea of the
content of the email.• It Should be appropriate, because anyone can
look at the subject, even if the recipient chooses not to open the message.
• When changing the subject, start a new message.
Identify yourselfKeep it short
Ensure a quote or tagline is appropriate for everyone
to see
Attachments
• When you are sending attachments, include in the email -the filename, and what it contains
Attached: “Project3Proposal.doc” with my proposal.
• Consider sending files in rich text format (rtf) or portable document format (pdf) to ensure
compatibility• Attachments often carry viruses
Example-
Basic Rule of Email communications
• Remember that direct language can sound harsher in emails.
• Use proper written, not spoken language.• Be thoughtful and respectful in what you write.
• Choose your words carefully.
Basic Rule of Email communications
• Assume everything you write is a public document.• Avoid talking about other people in an email
message.• Use proper grammar and sentence structure.
• If your message includes a request, always close with a thank you to the recipient for considering it.
• Do not expect or demand an immediate response..
Important Guidelines
Use proper structure and layoutRead the email before you send it
Do not use abbreviations or acronyms such as PLZ
Try to keep the email brief (one screen length)
Use a professional font, not decorative
Important Guidelines
• Always check for confidential Information before forwarding.
• Don’t use jokes, emotions, or emoticons.
• Do not send inflammatory or emotionally charged comments via e-
mail.• Avoid exclamation points, question
marks, bold, italics, underlines, or multi-colored font.
Read to ensure the correct word is used Always use spell check to Avoid embarrassing
mistake. Don’t use profanity or offensive language. It is
considered very rude to use CAPITAL LETTERS.