Last Modified: March 17, 2017Prepared By : Rahul Thakur

What is Email Etiquette

Importance of Email Etiquette

Using Email as Communication Tool

Asking Few questions before sending email

Characteristics of en effective email

Understanding the tone of your email

Understanding Reader/Audience

Understanding TO CC BCC in emails

Understanding your message`s impact

Crafting a strong Subject Line

Crafting a strong message

Review-Check your messages for

Forwarding & Receiving Forwarded messages

Email Etiquettes

Working With Attachments

Email has become so common and so easy to use that it is easy for us to become careless and fall into bad Email habits. Its Important mainly because:

Etiquette governing communication on the Internet

Rules for how to communicate appropriately and respectfully online

What is email etiquette?

Importance of Email Etiquettes

It shows your personality.

Makes you look more professional.

Makes it easier for your correspondents to understand and respond to your Email.

Keep you and your organization out of trouble.

Makes it more likely that you’ll get the response you want.

Using Email As communication tool:

Business Communication

oFastoEasy oConvenient

oMechanical MistakesoNot reader friendlyoNegative/Offensive ToneoSent to wrong people

Advantages:

Common Email Mistakes:

Is email the best method for this purpose?

Who Should receive the information?

When should you send the email?

What is the purpose of sending email?

What is the best way to present this information?

At the right time

To the right people

Clear purpose

Subject

Ask these questions for sending email:

Characteristics of an effective email:

Introduction

Reader friendly

Free of errors

oSincerity

oSarcasm

oConcern

oHumor

oAnger

Understand the tone of your email:

Body Language

Voice Inflection

ToneExamples of tones conveyed

Negative Tone:

PositiveTone:

If you are angry upset:

Understand the tone of your email:

Reader`s Perceive tone in email messages

How a reader starts about reading an email:

Readers will analyze their relationship with the writer

Readers will analyze the email wording & formattingo Don’t use all capitals no highlightso Don’t use excessive punctuationo Avoid using emoticons

Write the emailWaitRead it aloudDon’t sendRevise twice

What level of formality is expected

What will be their reaction

When or how often do they check email

Understanding your Audience/reader

Courtesy copy

Understanding TO CC & BCC in email

Blind Courtesy copy

Ask whether an email is necessary?Unnecessary emails = negative impactMessages that saves time = Positive emails

Ask whether you have planned the emailIs the message clearTake time to craft a positive and impactful email

Impact: effect of one thing on the other“What is the impact or impression of your email on the recipient”

Be conscious of your messages impact:

Prime time when people read emails:

Understanding your message`s impact

o What is saido How is it saido Who receives ito When is it sent

Remember 3C`s

Purpose : Craft the main purpose of the message

Appearance: Craft the appearance

Tone : Craft the tone-

ClearCompleteConcise

Include a specific & Complete subject line-Why?Use clear routine wordingConcise subject line

Tips:

Crafting a strong and impactful message:Think before your craft:

Personalize the message

Write with the readers reaction in mind

Avoid emails in haste

o Purpose: Identify the problem and provide an action plan

o Appearance : one main Idea + Steps

o Tone : Focus On Improvement/ Offer help

Hi Rahul,

Two employees are struggling to complete their work on time

Hi Rahul,

Omitted words :

Check your message for :

Wrong words :

Grammar:

Typos

Correct information

Final Review Before tapping the send button- Its will just take 5 seconds

Forwarding & Receiving Forwarded Messages :

Email Etiquettes :

I am sure this must have happened at some time or the other

Review Attachment

What’s Your Message?THANK YOU