EMAIL ETIQUETTE

Dos and Don’ts of getting your

message across!
 Why Email?
• The Fast lane life

• Short & Crisp

• Helps expression

• Helps reaction and thought

• Anytime, Anywhere

• Helps networking
 Basics

• Format email-Wrap Text (70-80 Characters)

• Try to keep the email brief and to the point

• Return emails in the same day that you would a

phone call.
• Use capitalization and punctuation in the same way
that you would in any other document.
• Format your email to be sent in plain text rather than
HTML unless...........
• Write a salutation or greeting for each new subject
email. ***
• However, if you exchange several emails
over the same topic ...........

• Be sure to write appropriate and specific

“Subject Lines” that describes the
message content
 To whom am I sending my email?
• TO
• CC
• BCC
• Email groups
• Emoticons
 Can I send attachments?
• Yes, if it is necessary and you are sure that
your recipient can receive them.
Before attaching a document………
• Title the document that you are attaching
• In the content of your email, tell your recipient what
type of software was used to create the document
• Make sure that you do not send overly large
attachments unless….
• Don't send unnecessary attachments
 How long should my email be?
As brief as possible.

When you need to write a long email try to include

three essential elements at the top of the email:

(a) an executive summary,

(b) how soon a response is required and
(c) a table of contents.
 Am I flaming someone?

• Flaming is a virtual term for venting

emotion online or sending inflammatory
emails.

If you receive a flaming email try to respond in a

short and simple response. If that does not appease
the flamer than make contact with him or her
outside the virtual realm.
 Ask before venting in email:

1. Would I say this to this person’s face?

2. Am I putting the receiver in awkward

position?

3. How would I feel if I got this email message?

 Examples
Flame message
"This project really sucks
and I cannot believe that
he is making us do this.
I’m sick and tired of all
these dumb
assignments. He needs
to get a life!"
Appropriate message
"This assignment came
at a tough time. I
wasn’t expecting so
much work. Can we set
up a time to talk about
this more?"

Don’t let the emails snap, growl and bark….

not if you did not intend so!
 When should I not send an email?

• Disciplinary action

• Conflicts about grades or personal information

• Concerns about fellow workmates

• Complaints
How to make sure I have the appropriate tone?

Ask yourself:

• Why am I writing this document?

• Who am I writing to and what do I want them

to understand?

• What kind of tone should I use?

 Tips to an impressive E-mail
• Subject Lines are Headlines

• Make One Point per Email

• Specify the Response You Want

• Using EOM Headlines

• Be a Good Correspondent

• Internal Email
 What to keep in mind while emailing?
• Never write in CAPITAL+ BOLD unless otherwise intended to
get across a point.( No shouting)

• Keep it short and sweet .Save the story-Stick to facts.

• Fonts and formatting matter.

• Use simple English

• Come to the point quickly

 What kind of tone should I use?
• Be confident.
• Be courteous and sincere.
• Use appropriate emphasis.
• Use non-discriminatory language.
• Write at an appropriate level of difficulty.
 A Quick Review
• Be concise and to the point

• Answer all questions and pre-empt further questions

• Use proper spelling,  grammar and punctuation where

needed
• Use templates for frequently used responses

• Answer swiftly
• Do not attach unnecessary files

• Do not overuse the high priority option

• Do not write in Capitals

• Read the email before you send

• Do not overuse “Reply to All”

• Be careful with formatting and HTML

• Don’t request delivery and read receipts unnecessarily

• Never use email to discuss confidential issues

• Use meaningful subject avoiding URGENT or IMPORTANT

• Don't forward any junk mail or chain letters