Essentials of Email tiquettes Email Electronic Mail Email

Essentials of Email Étiquettes

Email • Electronic Mail • Email has quickly become a communication standard and the Internet’s most popular application. Essentials of Email Etiquettes 2

What makes email different? “On the Internet, nobody knows you’re a dog. ” Essentials of Email Etiquettes 3

Essentials of Email Etiquettes 4

Purpose § Before you type anything into a new message, you should have answers for two questions: 1. Why am I writing this? 2. What exactly do I want the result of this message to be? Essentials of Email Etiquettes 5

Subject Line • Do NOT write “Hi”, “Hello”, “From Champak”, “Happy New Year to You, My Dear Friend Chanchi” etc. • Be sure to complete the subject line of the email to indicate content • Mention the purpose or the content title clearly – “MPR from Oct 2013 from Paldi Branch” * MPR = Monthly Progressive Report Essentials of Email Etiquettes 6

The Recipient/s • TO – For the people you are DIRECTLY addressing • CC – For the people you are INDIRECTLY addressing (for their information only) • BCC – The recipeints can NOT see everyone the email has been sent to – BCCs within an organization can create distrust Essentials of Email Etiquettes 7

Greeting § § § § Dear Sir/s, My Dear Sir, Only My Dear Sir, Respected Sir, Dear Madam/Ma’m/Mesdames, Dear Sir/Madam, Essentials of Email Etiquettes 8

Closing § § § Match greeting in tone § Formal: Sincerely, Best regards, Cordially § Informal: Thanks; All the best, Talk to you later Use a sign line (signature) that gives your name, title, and contact information Omit a P. S. (Post Script) (if the email is longer than a screen, a postscript could be missed) Essentials of Email Etiquettes 9

Tips • Keep emote icons to a minimum; i. e. . , : ) • Use spell checking. Most e-mail software packages have spell checking and it can be set to check each message before sending Essentials of Email Etiquettes 10

Tips • Zip attached files. Three reasons for this: – Reduces file size – If multiple attached files, makes easier to unpack – The process will be faster Essentials of Email Etiquettes 11

Tips • Typing in all capitals in electronic communications means - Nothing special--typing in all caps is normal. - You are shouting. - It’s OK to forward this message to others. - This message is very important. Essentials of Email Etiquettes 12

Tips • Also, do not capitalize (i. e. , ALL UPPERCASE) unless you really mean it • “CALL ME!” is interpreted differently than “call me. ” • CAPITAL WRITING is considered LOUD and RUDE Essentials of Email Etiquettes 13

Tips • Even if you do NOT have time to “fully” respond to an email, be sure to let the sender know you have received it • Acknowledge it Essentials of Email Etiquettes 14

Tips • Also, do not capitalize (i. e. , ALL UPPERCASE) unless you really mean it • “CALL ME!” is interpreted differently than “call me. ” • CAPITAL WRITING is considered LOUD and RUDE Essentials of Email Etiquettes 15

Tips • Be Concise and to the point. • Answer all Questions. • Use proper spelling, grammar & punctuation. • Answer swiftly. • Do not attach unnecessary files. • Use active instead of passive. Essentials of Email Etiquettes 16

Tips • Use proper structure & layout. • Do not leave out the message thread. • Read the email before sending it. • Do not overuse Reply to All. • Take care with abbreviations and emotions. • Avoid using URGENT and IMPORTANT. • Avoid long sentences. Essentials of Email Etiquettes 17

Tips • Don't use e-mail as an excuse to avoid personal contact. • Abbreviations (Abbr. ) or Acronyms (asap) are okey if the receiver knows them • Summarize long discussions. Essentials of Email Etiquettes 18

Tip: Leave address blank § If you’re furious and must answer an email right away, leave the address line blank. § If you hit Send before you’ve had a chance to cool down, the email won’t go through. Essentials of Email Etiquettes 19

Why netiquette? • The electronic equivalent of a set of fussy rules that tell you … which fork to use with the salad course? • Netiquette does not consist of a set of rigid rules. • It encourages you to adopt a certain attitude of thoughtfulness. - Gregg Reference Manual, 10 th ed. Essentials of Email Etiquettes 20

Thank You Very Much From Vaseem G Qureshi M. A. (Eng), M. Ed. , M. Phil. (Eng), Ph. D. (Cotd) Assistant Professor in English, Vishwakarma Govt Engineering College, Chandkheda, Ahmedabad.

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