TIPS FOR PERFECTING YOUR

E-MAIL

By : HR Department
Do you have bad e-mail skills?

Are you spoiling your impression with your

awful e-mail manners?

Clean-up your act with these E mail

etiquette tips presented !
WHY YOU NEED TO KNOW E-MAIL
SKILLS ?
In the age of the Internet, you might be
just clicking "reply," typing up a quick
response, and hitting "send" without
giving so much of a thought about what
you've just written. But your e-mail
behavior has the potential to damage
your reputation both personally and
professionally !!!

It is important for business or personal

use that you follow the basics of email
etiquette. This document covers for you
the top tips for email etiquette that
everyone needs to be aware of and follow.
By doing so you will be a joy to
communicate with while being known as
a caring and intelligent human being.
NAMING E MAIL ID

Keep your E mail address professional and simple to

type and remember, avoid too much of flashy names,
use of symbols or characters in your e-mail address.

Bad Example : c0olbuddy_23972@site.com

Good Example : firstname.lastname@site.com

KNOW YOUR AUDIENCE

Your e-mail greeting and sign-off should be consistent

with the level of respect and formality of the person
you're communicating with.

Write the name of the person who will be reading

your mail or to whom mail is addressed.

Avoid, blank mails or mails without recipient’s names

unless you are sending mails to groups for
announcements.
BRIEFLY INTRODUCE YOURSELF
If you are mailing first time to the recipient, do not
assume the person receiving your e-mail knows who
you are, or remembers meeting you. If you are
uncertain whether the recipient recognizes your e-
mail address or name, include a simple reminder of
who you are in relation to the person you are reaching
out to.
ONLY DISCUSS OFFICIAL MATTERS
One of the most important things to consider when
sending e-mail is whether the matter you're
discussing is professional or personal. Do not send
private, personal mails which are not meant to be
shared on official platforms.

Avoid sending forwarded mails, jokes, junk mails etc

excessively.
BE CAREFUL WITH CONFIDENTIAL
INFORMATION

Refrain from discussing confidential information in e-

mails unless absolutely necessary, if the e-mail get
into the wrong person's inbox, one could face serious
problems or misunderstandings. Always double check
your list of recipients before sending sensitive E
mails.
RESPOND IN TIME

E-mails must be answered within reasonable time

limit, depending on the nature of enquiry. E-mails
shall be replied with complete information, within
acceptable working hours possibly between 4 to 8
hours.
DON’T SEND ONE-LINERS

Short replies like "Thanks," "Oh, OK" , do not

advance the conversation in any way. Write clear and
concise reply to the mail or information shared to
avoid ambiguity or confusion.

State clear information, seeking actions and response

for the request shared.
AVOID USING SHORT FORMS
Avoid using short forms to real words, emoticons,
jargon, or slang. Words from business people using
shortcuts such as "4 u" (instead of "for you"), "Gr8"
(for great) in business-related e-mail is not
professional. Explain any abbreviations used in the e-
mail

However certain generic or industry specific short

forms can be used in e-mails, example :
F Y I = For Your Information
P F A = Please Find Attached
KEEP E-MAILS CLEAN

Messy mails annoys recipients, when people reply and

leave the messages messy, for example, an e-mail
chain that includes excessive carets (>>>), or pages
and pages of e-mail addresses. Unnecessary
messages, flashy icons, animations etc. are not
advisable to form a good impression about you, so
clean up and then send your mails.
BE CLEAR IN YOUR SUBJECT LINE

With inboxes being clogged by hundreds of e-mails a

day, it's crucial that your subject line gets to the point.
It should be reasonably simple and descriptive of
what you have written about.

Never open an old e-mail, hit Reply, and send a

message that has nothing to do with the previous one.
Do not hesitate to change the subject as soon as the
thread or content of the e-mail chain changes.
MANAGE ATTACHMENTS

Don’t forget to attach files, which you have mentioned

in the e-mail, always double check before sending.

Give the attached file(s) a logical name so the

recipient knows at a glance the subject and the
sender. Ensure that file attachments are working and
relevant to the matter / content in the mail for
recipient’s reference.
BEWARE OF THE "REPLY ALL"

Send or copy others only on a need to know basis.

Before you click ―Reply All” or put names in the “cc”
or “Bcc” lines, ask yourself if all the recipients need the
information in your message. If they don't, why send it?
Take time to send your messages to the right people.

Do not hit "reply all" unless every member on the e-

mail chain needs to know. You want to make sure that
you are not sending everyone on a list your answer—
whether they needed to know or not.
KEEP IT SHORT AND GET TO THE POINT

The long e-mail is a thing of the past. Write concisely,

with lots of white space, so as to not overwhelm the
recipient. Make sure when you look at what you're
sending it doesn't look like a burden to read – feel
free to use bullet points. The person reading your e-
mail should not have to dig through several
paragraphs in order to figure out what you're asking.
You should state the purpose of the e-mail within the
first two sentences. Be clear and straightforward.
ALWAYS INCLUDE A SIGNATURE

Recipient of the e-mail shall not wonder how to get in

touch with you. include all of your contact
information in your signature. Your e-mail signature
is a great way to let people know more about you.
YOUR E-MAIL IS A REFLECTION OF YOU

Every e-mail you send adds to

your reputation. If your e-mail
is organized and smartly
written, the recipient will be
inclined to think of you as a
thorough professional and
organized business person.
Other people's opinions matter
in the professional world, their
perception of you will be critical
to your success.
THANK YOU