Email EtiquettesEmail Etiquettes

Dr. Reddy’s FoundationDr. Reddy’s FoundationLearning & DevelopmentLearning & Development

ObjectiveObjective

By the end of this session you will be able toBy the end of this session you will be able to

• Write in a professionally accepted wayWrite in a professionally accepted way

• In simple and smartIn simple and smart

• Without any mistakesWithout any mistakes

• Avoid direct and indirect mistakes Avoid direct and indirect mistakes

• Create a good impression in the recipient of your mail Create a good impression in the recipient of your mail

What is Email etiquette?What is Email etiquette? Need of Email etiquettes!Need of Email etiquettes!

To addressTo address CC & BCCCC & BCC

Subject & TagsSubject & Tags AttachmentsAttachments

Addressing Addressing Text messagesText messages

ClosingClosing SignaturesSignatures

Reply & reply to allReply & reply to all Forward Forward

General tipsGeneral tips Clarifications Clarifications

ContentsContents

Email etiquette? Email etiquette?

Email etiquette is defined as socially acceptable Email etiquette is defined as socially acceptable

behaviour while communicating through emailsbehaviour while communicating through emails

It depends upon to whom we are writing It depends upon to whom we are writing

• Friends & RelativesFriends & Relatives

• Superiors, partners or other officialsSuperiors, partners or other officials

Need of Email etiquettesNeed of Email etiquettes

Not following these etiquettes may lead toNot following these etiquettes may lead to

• A bad experience with one or all the persons involved in A bad experience with one or all the persons involved in

the communicationthe communication

• A unprofessional opinion may be created on youA unprofessional opinion may be created on you

Well written messages will be more effective in Well written messages will be more effective in

getting the work done / fulfilling the intention of getting the work done / fulfilling the intention of

writing the mail. writing the mail.

ToTo

We should not write too many addresses in this space. It We should not write too many addresses in this space. It

should contain all the address from whom you are expecting should contain all the address from whom you are expecting

reply. reply.

Carbon CopyCarbon Copy

Whom you want to informWhom you want to inform

Who needs to knowWho needs to know

Blind Carbon CopyBlind Carbon Copy

To hide the information being sent To hide the information being sent

To hide the email ids from the group. However it is not To hide the email ids from the group. However it is not

encourage to use BCC in official communications encourage to use BCC in official communications

AddressesAddresses

SubjectSubject Subject of the mail should convey the purpose of Subject of the mail should convey the purpose of

the mailthe mail

It should be clearly definedIt should be clearly defined

Improper subject lines may create confusion in Improper subject lines may create confusion in

the recipient of the mail and avoid/delay the the recipient of the mail and avoid/delay the

action to be taken against itaction to be taken against it

Each time you reply / forward subject lines should Each time you reply / forward subject lines should

be changed accordingly if needed.be changed accordingly if needed.

AttachmentsAttachments

Never forget Never forget

More than one file – Zip/CompressMore than one file – Zip/Compress

Do not attach too many filesDo not attach too many files

Avoid if possible & Use text messageAvoid if possible & Use text message

It Consumes more timeIt Consumes more time

If the file is large, share it thorugh some other If the file is large, share it thorugh some other

source like Dropbox. source like Dropbox.

AddressingAddressing

Informal communicationInformal communication

• You are free to use any kindYou are free to use any kind

Formal communicationFormal communication

• Dear Rakesh Shukla (Full name)Dear Rakesh Shukla (Full name)

• Dear Lalitha Sharma,Dear Lalitha Sharma,

• Dear Sir,Dear Sir,

• Dear Madam,Dear Madam,

• Dear Sir / Madam,Dear Sir / Madam,

Text MessageText Message

First two lines conveys the messageFirst two lines conveys the message

Next two lines tells about action requiredNext two lines tells about action required

Keep it short & SimpleKeep it short & Simple

Mention - “Please find the enclosed attachment(s)” Mention - “Please find the enclosed attachment(s)”

• if applicableif applicable

Mention No reply is required in subject line if not Mention No reply is required in subject line if not

requiredrequired

ClosingClosing UseUse

• Thanks and regardsThanks and regards

• Thanks and warm regardsThanks and warm regards

• Best regardsBest regards

• Thank youThank you

Never useNever use

• Thanking youThanking you

• Yours faithfully Yours faithfully

• Always in your serviceAlways in your service

SignatureSignature

Save your signatureSave your signature

• Your nameYour name

• Designation-DepartmentDesignation-Department

• Organization nameOrganization name

• Phone numberPhone number

• Email idEmail id

ReplyReply

You will have two options all the time. Reply to You will have two options all the time. Reply to

all, and Reply. all, and Reply.

• Reply to all: Your reply messages will go to everyone in Reply to all: Your reply messages will go to everyone in

the mail. Some times it irritates others who are not the mail. Some times it irritates others who are not

concerned about this conversation. So choose wisely. concerned about this conversation. So choose wisely.

• Reply : It takes to the sender of the mail only. Reply : It takes to the sender of the mail only.

Don’t delete ‘Re’ in the subject whenever you Don’t delete ‘Re’ in the subject whenever you

replyreply

ForwardForward

Study – find correct - forwardStudy – find correct - forward

Change the subject accordingly if requiredChange the subject accordingly if required

Don’t remove ‘FWD’ from the subjectDon’t remove ‘FWD’ from the subject

Write the message clearly with your comments, Write the message clearly with your comments,

Don’t just write FYI unless you think others who Don’t just write FYI unless you think others who

receive your mail are clearreceive your mail are clear

General TipsGeneral Tips

FontFont

Use standard font Use standard font

Avoid colored fonts in professional emailsAvoid colored fonts in professional emails

Be very specific with the use of Be very specific with the use of boldbold

Keep the size of the font visible and constantKeep the size of the font visible and constant

Paragraph and line spacing should be legitimate and visually Paragraph and line spacing should be legitimate and visually

appealingappealing

Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’

instead of ‘why’, ‘r’ instead of ‘are’, etc)instead of ‘why’, ‘r’ instead of ‘are’, etc)

……...tips continued...tips continued

Do not use UPPER case alphabets unless using it Do not use UPPER case alphabets unless using it

as a title. This gives a negative implication (looks as a title. This gives a negative implication (looks

like you are shouting those words)like you are shouting those words)

Save contacts asSave contacts as

• Mr.RajeshMr.Rajesh / Ms.Radhika — why? / Ms.Radhika — why?

Spell check is unavoidableSpell check is unavoidable

Take a minute or two for proof reading Take a minute or two for proof reading

??

Recapitulation Recapitulation

Small group work: Small group work: • Each one of you please share with Each one of you please share with

othersothers One learning from this sessionOne learning from this session No one can repeat the others learningsNo one can repeat the others learnings

Thank YouThank YouVERVE EducationVERVE Education

Bhaskar Babu BodaBhaskar Babu Boda