Email Etiquettes

Effective Email Management

Associate Professor & Trainer: Dr Rajesh

Faldu LECTURE CONDUCTED BY RAJESH
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 Email Etiquette
… the informal rules of behavior for the Internet.

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 Sample Email about software inquiry
Subject: Information About email software

Your email id: tmcaden@jonesofficesolutions.com

To: jrichard@teamsofficesolutions.com

Dear Ms. Abike,

Thank you for inquiring about the email software advertised on our blog. Each of the listed software functions uniquely on different
platforms. Before We recommend a particular one, We would like to know a bit more about you and your needs:

1. What kind of business do you handle? Are you self-employed , manager or a business owner?
2. Will you be using the software on a mobile device or computer? Is your computer a Mac or PC?
3. What kind of emails do you send most often? Are they replies to customer questions, business-to-business information or just emails
for team members?

Once again, thank you for your interest in purchasing some of the email software advertised on our site. We hope you will find them
suitable for your business needs.

Cordially,

Ayo
Administrative Assistant
Jones Office Solutions
http://www.jonesofficesolutions.com
(555) 124-5678
 Applied Question

Assume that you are a director of an educational

institution. Due to certain unforeseen condition
this year, you are cancelling admissions of
outside the state candidate’s. Write an email to
these candidates explaining your inability and
still maintaining your goodwill.
 Correct way
Subject: Inability to offer admission to outside state candidates

To: jjones@yahoo.com
From: : jrichard@cpimr.com

Dear Student,

Thank you for showing interest in our institution. However, we would like to inform you that due to certain unforeseen conditions this
year, we need to cancel the admissions of outside state candidates due to the reasons mentioned below:

1 Governement of our state has imposed certain restrictions through quotas for giving admissions to outside state candidates
2. It is now mandatory for outside state candidates to clear entrance of our state (CET)
3. Management quota system is now been abolished

Once again, thank you for showing your interest in our institution. We hope next year you will be a part of our institution by fulfilling above
mentioned formalities

Cordially,

Director
High-rise group of institutions
http://www.highriseinstitutions.com
(022) 55263454
 Why Make Smart E-mail?
Everyone gets plenty of mails which they may not read.
The only people who read your mail thoroughly may be
the ones who get very few mails

If our mail doesn’t stand out as smart and reader-

friendly, it may be sent straight to the cyber trash can

Getting the recipient to read it and reconstruct our

messages reasonably well is the real challenge

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 Presenting The Mail

How to Make your E-mail Look Smart?

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“I can’t figure out why I get hardly any replies to
my e-mails. All my mails carry the same,
attractive subject line: “VERY IMP. REPLY
IMMEDIATELY”

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 Strategies for effective email
management/etiquettes
Invest a little thought in the subject line: give your mail a
smart heading Eg: “Panda Meeting Fails”
Reply within 24 hours
Don’t make your mailbox a junkyard
Small is beautiful. Keep your mail short, preferably not
more then 1 page
Mind the tone of your mail
Don’t attach unwelcome/unnecessary files to your mail.

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 Strategies for effective email
management/etiquettes
Mind your language: bad grammar and spelling can
cause a lot of trouble
Include previous message when replying or answering
Flaunt your mail’s vital statistics: Let it’s figure show
through attractive layout and paragraphing. (Number
your points if the email is complex – makes replying
easier)

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 Major No-No’s
Subject line: “VERY IMP”, “URGENT”, “HELLO”,
“REQUEST”
Using SMILEYS -- ☺(Happy), etc.
Typing in UPPER CASE
Sending Spam via email
Forwarding jokes with 200 email addresses at the top of
the page…
Large File Attachments
Forgetting to re-read the email before sending
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 Email: Basic Etiquettes

Don’t violate the etiquette when you send

E-mail

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 Email: Basic Etiquettes
Don’t label all your mail as urgent, high priority and so
on. Use such labels sparingly

Avoid private abbreviations to save time. Follow

conventions of grammar and punctuation. Example:
PRBLMS, RGDS, PLS, MSG, WEF

Follow e-mail ethics. (Never send mail from other

people’s user ID without their permission. Don’t read
other people’s mail)
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 Email: Basic Etiquettes
Don’t slap mails on people who don’t need them. This is true
when you forward irrelevant mails to people who don’t need it

When people don’t respond to your mails, try smarter not harder.
don’t keep sending the same mail to the same recipients if the
first ones didn’t work. Instead, try other channels such as
telephone or even personal visit

Don’t hide behind your mail. Don’t use e-mail as a way of

avoiding meeting people, especially when you have unpleasant
messages to convey. Face-to-face communication is best for
conveying emotions
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 Advantages of E-mail

Email is fast

Email is inexpensive

Managing correspondence through email is easy

Transmission is secure and reliable

 Question

Discuss the effective use of e mail and instant

messaging in business communication?
 Answer
Email may be sent to both receivers inside and
outside the organization.
Email provides a fast, convenient way to
communicate reducing telephonic interruptions,
facilitating the transmission of a single message to
multiple recipients, reducing telephone bills,
eliminating time barriers, and fostering open
communication among users in various locations.
Email formats are less formal then business letter
formats
 Answer

On the other hand, Instant messaging allows 2

or more people to converse online. Text
messaging occurs mainly between users of
portable devices. Abbreviations help to speed
these means of rapid communication
 References

Business Communication Strategies: M

Monippally

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