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EMAIL ETIQUETTE
Rules in eMail??
• Just as we expect drivers to observe the
rules of the road, similarly we need to
observe some guidelines as we travel
through cyberspace.
• In fact, sometimes email is the major form of communication we have with others.
It is an opportunity of marketing oneself and building respect and trust…especially
when it is so easy to make a great impression.
• We find that many employees to do lots of unprofessional things like add silly,
animated characters, go crazy with colours, write unprofessionally and in general
treat corporate email as they do their own, private email!
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
eMail Etiquette
EFFICIENCY : eMails that get to the point are much more effective
PROTECTION FROM LIABILITY : Awareness of eMail risks will protect you and
the company from costly law suits.
The eMail Parts
• In case you have more than one ID and you have to use each of the ID’s, be careful
which ID are you using for what purpose
• Just as your ID is your exclusive ID that only relates to you, similarly everyone has
exclusive ID’s
• While adding ID’s to the “To:”, slow down. Send the mail only to the relevant
people and not to every person who sits in the same room/ Office.
• For example matters related to Salary should go to the immediate supervisor and
the concerned HR personal and not to ravis@ceasefire.in; café@ceasefire.in and
everyone else you deal with in the same office.
• Think if the person is actually required to act on the mail you are sending
People mentioned in To: are those who have to act upon the mail you are sending
To: The Recipients
Avoid/ Restrain
• Sending mails to everyone in the organization/ branch or region
• To inform
• Use this as a means to tell “Bosses” that you have done/ not done a task
• Slyly escalate
BCC: Blind Carbon Copy
This means that you want someone else in the loop but don’t want
people to know that the person in in the loop
• To safeguard yourself
It is totally avoidable
People within the BCC list respond to the mail which makes the situation
uncomfortable
BCC: Blind Carbon Copy
• Use the BCC to send the mail to yourself if you know you would need to use that
mail and want to save it in a special folder that is not the sent folder
• Use BCC when you want to send mail starting as, let’s say “Dear Colleague” but
don’t want to disclose the list of recipients
Subject Line
regarding the CQRS installation - -> Delay in installation of CQRS in XYZ chambers
Dongles needed - -> Requirement of 2 Dongles in Coimbatore
Employee.xls updated- -> Updated data of all employee as on 20th Aug 2016
1st Mail : Subject: Need approval for arranging lunch of 10 people during training
Response: Subject: Re: Need approval for arranging lunch of 10 people during training
Dear XYZ,
Subject Line is not
relevant
Rs. 2500/- has been approved for the lunch.
…
Response: Subject: Re: Re: Need approval for arranging lunch of 10 people during training
Dear Sir,
This is to inform you that Rama B has decided to not continue because his ….request separation
to be initiated
The Date
• Dates are important also as they are indicative of delays, deadlines etc.
• Ensure the system date/ time are correct so as to indicate the correct time and
date
You do not need to write mails for discount approvals any more.
You do not have to write mails for “out of office” any more.
We have efficient systems to do so
On A Serious Note
You do not need to write mails for discount approvals any more.
You do not have to write mails for “out of office” any more.
We have efficient systems to do so
• You can follow the call with one final mail, putting in
the discussion outcomes in the mail
• Often you need a small thing to be done, use an sms for the same. There is no
need to send an eMail
Answer swiftly:
• People send you email because they want quick responses.
• The golden rule for email is to reply within 24 hours, and preferably within the
same working day.
• If your response email is complicated, just send an email confirming receipt and
letting them know that you will get back to them. This will ease the person's mind!
Don’t Leave Out The Message Thread
• Include the original mail in your reply, in other words click 'Reply', instead of 'New
Mail'.
• We all receive many emails and we can't remember each individual email.
• Leaving the thread may take a fraction longer in download time, but it saves the
recipient time looking for the related emails in their inbox.
• Remember, emails are not like regular printed correspondence - the name of the
game is to keep it quick and efficient – so include the thread!
Look at my tail
• Read your email before you send it. mail
Don’t Attach Unnecessary Files
• Wherever possible try to compress attachments and only send attachments
when they are productive.
• Make sure you have good virus software in place to scan your outgoing emails –
No one would not be happy if you send them documents riddled with viruses!
• File Size Maximum is 8 MB but if a file is larger than lets say 3 MB, the best is to
send it through applications such as drop box/ we transfer.
• If your mail is becoming longer than 3 screens, it is better that you convert it
into a document that you attach to the mail and only give a summary in the mail
body.
Don’t Abuse The “Reply To All”
• Only use Reply to All if you really need your message to be seen by each person
who received the original message.
• However, if communication is vital between all parties in an email thread, use the
Reply to All to keep everyone in the loop.
• If you only use Reply in such a case, the recipient may have to forward your email
to everyone else , which is frustrating and disjointed.
Don’t Forward Junk
• Don't forward chain letters, virus hoaxes, chain email solicitations for charitable
causes even if they sound bona fide, funny pictures and jokes.
• Just one offensive remark can result in a court case for you and your company.
The eMail Parts