E-mail Etiquette

1
Objective

To make written communication

Clear

Concise

Action-oriented





Importance
We interact more with the written word
It is easy to be misunderstood
Is Formal Correspondence

Reasons for Popularity
Fast
Cheap
Easy to operate
In line with the changing times
Offers flexibility of tone and style
Are legal and Valid

Think twice about whether or not the content
of your email is appropriate for virtual
correspondence - once you hit Send, anyone
might be able to read it
Basics

Respond to emails within the same time span
you would a phone call
Use a professional font, not decorative
Be cautious about sending personal
information
Basics

Be Meaningful
Give the reader an idea of the content
Should be appropriate,as anyone can look
at the subject
For e.g.: Confidential: Sale numbers
Subject

Responding
Respond in the same time frame you would
with a phone call
Be conscious of responding to the sender or
Reply to all
Do not overuse Reply to all
Be conscious of your recipient
Dont expect an immediate response
Tone
Write in a positive tone
When I complete the assignment versus If I complete
the assignment
Avoid using negative words
Use contractions to add a friendly tone
Use please and thank you
Content
Check grammar and spelling
Use proper structure and layout
Be efficient
Address all the questions or concerns to avoid
delays
Read the email before you send it
Plz Dont Abbrvt.
Try to keep the email brief

Content Donts
Dont use sarcasm or rude jokes
Dont respond if you are upset.
Dont attach unnecessary files
Dont use CAPITALS
Dont leave out the message thread
Dont use long sentences
Dont leave out relevant information
Content Dos
Avoid being abrupt
Use subject lines effectively
Start courteously
Add a warm up sentence
Use proper spellings and punctuations
Use salutations and close

Attachments
When you are sending attachments, include in
the email the filename, and what it contains
Attached: Project3Proposal.doc with my proposal
Always Recheck the presence of an attachment
Signature
Identify yourself
Keep it short
Ensure a quote or tagline is appropriate
for everyone to see
Common Pitfalls
Loss of Privacy
Casualness creeps in
Unsolicited mails
Including unrelated people in Cc
Ambiguity impairs communication
Writing in free style often leads to misunderstanding on
part of the receiver

Some Common Salutations
Dear Dr.
Dear Mr./ Mrs.
Dear Ms.
Dear Sir/ Madam
Dear Colleagues
Dear Friends
Dear Customer
Dear Reader
My Dear


Common Close
Thanks and Regards
With Best Wishes
With Warm Regards
Look forward to
Your enquiries are always welcome
Soliciting an early reply
With love
Bye for now

Exercise
1
8
Assume yourself to be student who aspires to
join the Communication skill advancement
program offered by Oxbridge Institute of English
and Communication skills, New Delhi
Draft an E Mail seeking relevant information such as
course duration, fees, timings, quality of content and
material, types of aids, scholarships and any other detail
you think necessary
Assume that you are the cultural
secretary and you are organizing a dance
festival at campus.
Draft an E Mail informing all teachers,
students, staff members about the same and
inviting them to attend the same.
Invent all relevant details
Rewrite Correctly
Wud you just let ne have your marketing proposal by dawn
tomm?
Good News! Company is planning a trip. Those interested may
contact undersigned
Meeting sched at three. Drop in with sales recds.
Proposal returned herewith. Redo cost estimate. Call back if
wanted
recd your mail and appt letter. Thanks
From:
Sent:
To: manager (customer site)
Cc:
Subject:
Importance: high

Hi Manager(customer site)

As I have been informed by these 2 users on 12 nov that they didnt have back ups
to pass clearing entries. Then I approached to Christina. I also appreciate her help
but I didnt know whether she was taken confirmation from Nancy or not regarding
receipt of her backups.
Because when I was not getting any response from Nancy even after leaving many
voice mails. I escalated this to her Manager on 12
th
at about 4.15 p.m. of US time.
He told me that Nancy is in training this afternoon and also they havent receive
enough backups (faxes) from Christina to clear these items. John also know about
2 items because he was in the loop of our communications. And after this, I tried to
get in touch with Christina but she might not be at her place. And 12
th
was the last
day for submission of May recs.
Please let me know if you have any question.
Thanks and Regards
Name
From: name
Sent:
To: manager (customer site)
Cc:
Subject:
Importance: high

Hi,

I am hereby requesting you to forward me xyz file, for calculating 6 sigma.
And also pricing template which you have done for your processes, please
forward to me so that I too can prepare the pricing template with the help of it.
I would be appreciate if you take some pains to do this.

Thanks and Regards,
Name
THANK YOU
Facilitator:
Date: