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The email etiquettes to be kept in mind. Essential for IT employees.
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Email Etiquettes
Topics
» Overview» Know Differences» Short and to the point» Subject Line» Formats» Signatures» Attachments» Use of read receipts and priority» Best Practices
Overview
» Email writing has become a large part of modern communication, particularly in business.
» Incredible speed!! » Due to the ease of use it has the potential
to be abused.
Know Differences
» Bouncing (or redirecting) and forwarding
» Bcc : and Cc:
Short and to the point
» Short - limit yourself to five or six bullet points or a couple of paragraphs.
» One topic or action point per email. » Do not send your email to people who don't
need to know about it.» Reply to all ??
Courtesy and politeness
» Responding to heated email.
» Flaming - strongly emotional email.» Use drafts.» Writing in CAPITALS?» Smilies??
Subject line
» Always include it.
» Meaningful and descriptive.» Gives clue about mail.» Finding & prioritising.» While replying??
Formats
» Different mail programs.
» Different platforms.
» Translation becomes a problem. » What to do?» Always think about your recipient(s) and
what they may be using to read your mail.» Solution?
Attachments
» Ask yourself!
» Are they expecting the attachment from you?
» Are you absolutely sure your recipient can read the attached format you are about to send them?
Contd.
» Don't attach files unnecessarily. » Viruses check.» Never send attachments to email lists or to
large groups of people.» Alternative?
Signatures
» A signature is a short piece of text added to the foot your emails usually containing pertinent contact details about yourself.
» 4-6 lines» Separation from main body of message.» Include name, position and affiliation within
the University and possibly an address and phone.
Contd.
» It should be plain text only» No RTF , HTML and certainly no graphics or
images.
» Famous or humorous quotes.
» Avoid religious or political statements or anything people may take offense at, especially in your formal signature.
Use of read receipts and priority
» Don't request a read-receipt - this will almost always annoy your recipient before they have even read your message.
» Don't mark emails high priority or urgent.» Similarly don't use the words URGENT or
IMPORTANT in the subject line of an email.» What if URGENT ??
Best practices
» Don't use credit card information.
» Recommended font - Courier (characters are all the same width).
» Keep your message concise. Remember that the view screen in most e-mail programs shows only approximately one half of a hard-copy page.
» Don't forward ' junk mail'.
Contd.
» Save longer messages and formal reports for attachments.
» Always fill "To" field at last before sending.» Don't forget to personalise email.» Do use spell check and grammar.