Session 9: Email Etiquettes

Overview
• Do’s and don’ts of writing emails
• Exercises, examples
Setting the context
• Electronic mails – sent over communication networks
• Free and Fast means of everyday communication
• Functions- allows individual to compose, share, reply, forward
information
• User identity and confidentiality issues
The format
To:
Cc:
Bcc:
Subject:
Etiquettes
1. Do have a clear subject line
Ineffective subject lines

Subject: Time:

Hi 9:17 am

questions 10:11 am

Meeting 12:44 pm

One more thing........... 3:02 pm

Some thoughts 4:21pm

Effective subject lines
Subject: Time:

Party planning meeting rescheduled for 3 p.m. 9:17 am

Help: I can’t find the draft for the Smith Paper 10:11 am

Reminder: Peer-review articles due tomorrow (3/30) 12:44 pm

Questions about O.B. project 3:02 pm

Congratulations to Shubham for winning Nobel Prize 4:21pm

Effective subject lines

Subject: Date:

Re: Question about Smith paper (was: please help with

10:11 am
this!)

Change subject lines

when necessary
Effective subject lines

Subject: Date:

Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline for

9:17 am
Spring Semester Is Jan. 15]]

Remove extra email

prefixes
Effective subject lines

Subject: Date:

Thanks for the help today! <eom> <end of message> 9:17 am

Got your message <nm> 10:11 am

<no message>

Today’s group meeting canceled <ssia> 12:44 pm

<subject says it all>
Etiquettes
• Do use a professional salutation
• He, heya, Yo – isn’t professional
• Don’t use Humor
• What you think is funny has a good chance of being misinterpreted by the
other party
• Don’t forget your signature

• Beware of the "reply all.“- Do not hit "reply all" unless every
member on the e-mail chain needs to know.
…2
• Do proofread your message
• You are judged the way you write email
• If your email is littered with misspelled words and grammatical errors, you
may be perceived as careless.
• Don’t assume that the recipients knows what you are talking about
• No one – liners
• Include the subject and any references to previous emails, research or
conversations.
• Do reply to all emails you receive
• Give a timely and polite reply to each legitimate email addressed to you
• Please do this ASAP- should not be used
…3
• Don’t shoot from the lips
• Never send an angry email or give a quick flip response
• Give your message a thoughtful consideration before sending it

• Do keep private material confidential

• If you have to share highly personal or confidential information do so in
person or over the phone.
• Ask permission before posting sensitive material either in the body of the
email or in an attachment
…4
• Don’t! overuse exclamations points
• Emoticons, abbreviations like LOL, and ALL CAPITALS.
• Don’t use a string of exclamations points!!!!!!!!!!!!
• Don't get mistaken for Spam
• Gr8
• 4u
• 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
 Analysis
This email has problems with the beginning. They are:
too much unnecessary information
the important information comes at the end.
It tells the reader the purpose of the email in the first sentence.
There is no unnecessary information.
It is short, concise and to the point
Remember…
• Emails are permanent
• Emails are searchable
 Salutation Dear Mr. Brown
Dear Ms White
Dear Sir
Dear Madam or Ma’am
Dear Sir/Ma’am

Starting This is 

to inform you that ...
to confirm ...
to request...
to enquire about ...
I am contacting you for the following Referring to Thank you for your letter on March 15.
reason. previous Thank you for contacting us.
I recently read/heard about ..... and would
like to know ....
contact In reply to your request, ...
Thank you for your letter regarding ...
Having seen your advertisement in ..., I
With reference to our telephone
would like to ...
conversation yesterday...
I would be interested in (obtaining /
Further to our meeting last week ...
receiving) ...
It was a pleasure meeting you in London
last month.
I enjoyed having lunch with you last week
in Tokyo.
I would just like to confirm the main points
we discussed on Tuesday.
Referring to
future business We look forward to a successful working relationship in
the future.
We would be (very) pleased to do business with your
Sincerely
Sincerely,  
 Yours sincerely,}
yours,}
 }
company.
I would be happy to have an opportunity to work with 
your firm.

I look forward to seeing you next week.

Looking forward to hearing from you, ...
Referring to Looking forward to receiving your comments,
future contact I look forward to meeting you on the (date).
I would appreciate a reply at your earliest
convenience.
An early reply would be appreciated.

Ending business letters Sincerely,    }

Yours sincerely,}

Yours faithfully,} in more formal letters

Regards,
Edit the following
email
Thanks