HR

Bajaj Electricals Limited

Email Etiquette’s

HUMAN RESOURCES & ADMINISTRATION

April 17, 2023 1

 What is Email Etiquette?
HR

• et·i·quette - [et-i-kit, -ket]

A prescribed or accepted code of usage in matters of ceremony, as at a
court or in official or other formal observances.

• Etiquette is defined as the rules governing socially acceptable behavior

• How does one behave in the virtual world.
• Our choice of words and tone of communication.
• Communication when carried out virtually, i:e all members not present
at same location at same time.
• Also applies to
– Chat
– Message Boards

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 HR

Why is Email Etiquette important?

• People use electronic communication

• It is required for Business
• Project a professional attitude
• Improves Efficiency
• Projects an image to the reader, receiver of message
• One to many communication

It is crucial that we follow the basic rules of etiquette to

construct an appropriate tone & get our message across.

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 Formatting Emails HR

• DO NOT TYPE IN ALL CAPS. That's yelling or reflects shouting.

• If you bold & underline your type, Only bold the Important points .

• Do not use patterned backgrounds. Makes your email harder to read & is a drain

on the printer.

• Stay away from fancy-schmancy fonts -- only the standard fonts are on all

computers.

• Typing your emails in all very small case [below 8 pts] gives the perception of lack of

email education or laziness.

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 HR

• Refrain from using multiple font colors in one email. It makes your email
harder to view and can add to your intent being misinterpreted.
• Run the speling check after tying the emali & before sending it.
• 3 Volley Rule
If a topic is bounced back and forth more than 3 times it is time to pick up the
phone or schedule a meeting.

• Before you send a message, check that it is addressed to the most

appropriate place.

• Keep messages short. Take the subject line seriously and make sure it is
clear. People see subject line before the content of a message and may use
it to decide whether or not to read the message.

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 Business Email
HR

•Think of your business email as though it was on your business letterhead & you have
only one left.

•If you are unable to reply an email promptly, at the very least email back confirming
your receipt and when the sender can expect your response.

•Assume the highest level of formality with new email contacts until the relationship
dictates otherwise. Refrain from getting too informal too soon in your email
communications.

•When replying to an email with multiple recipients noted in the To: or Cc: fields,
remove the addresses of those who your reply does not apply to.

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 Simple Gestures HR

•If sending attachments, Did you check file size to make sure you don't fill the
other side's inbox causing all subsequent e-mail to bounce.

•Refrain from using the Reply to All feature to give your opinion to those who
may not be interested. In most cases replying to the Sender alone is your best
course of action.

•Never assume the intent of an email. If you are not sure -- ask so as to avoid
unnecessary misunderstandings.

•Just because someone doesn't ask for a response doesn't mean you ignore
them. Always acknowledge emails from those you know in a timely manner.

•If you have received meaningful messages, you may let the sender know.
Likewise for an offensive messages.

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 MULTI COLOURED HR

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 ALL CAPS HR

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 Business mails HR

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 HR

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 Caution . . . HR

 Do not take your reader by surprise or press them to the wall

 Avoid waiting until the end of the day to introduce a problem

or concern via email.
 Text msg abbv r confuin n nt to b usd in emails

 Explain Acronyms

 ALL CAPS IS CONSIDERED SHOUTING

 So is over punctuating!!!!!!

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 On a Lighter note HR

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 HR

Thank-you for your time

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