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8/7/2019 Siraj Email Etiquette
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Email EtiquettesTrainer: Siraj
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DOs
Check the DHAs Email Policy.
Think about the message content before you
send it out. Be polite.
Be concise and to the point.
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DOs: Subject Line
Ensure that you have entered a meaningful
and self descriptive Subject line
Examples: Poor : Information on Product
Good: Information on Product XY
Poor: Status Report Project 1
Good: Your Input Required on Project 1
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DOs
Be patient with inexperienced users.
Be careful while replying to mailing lists, or
while using Reply All. Delete anything which is not required or is
obvious. Avoid long sentences.
Inform your correspondent if you areforwarding his email.
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DOs
Use proper spelling, grammar andpunctuation.
Understand the language / spelling differencesbetween countries:
Color / colour
Organization / Organisation
Cookies / Biscuits Sweet / Candy
First Floor / Ground Floor
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DOs
Make it personal.
Answer all questions pre empt further
questions. Avoid using words like URGENT, IMPORTANT
Reply within the time taking not more than
wh
at you would to return a ph
one call. Use proper structure and layout
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DOs
Prefer BCC over CC.
Use ACTIVE instead of PASSIVE.
Preferred: We will process your order today
Poor: Your order will be processed today
Try to keep the language gender neutral.
Always start email with Hi, Hello, Dear or
wh
atever you are comfortable with
. It is polite to add a Thank You in the end,
specially if you are requesting for something.
Always end with Regards, Sincerely yours etc.
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DONTs - Abbreviations
Use abbreviations as sparingly as possible.
2L8: Too late
Lol: Laugh
out loud AAMOF: As A Matter of Fact
AFAIK: As far as I know
CMIIW: Correct me if I am wrong
FYI: For your information
IKWUM: I know what you mean
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DONTs - Emoticons
Use humor and irony as sparingly as possible
Happy :) =
Sad :( =
Surprised :o
Wink ;)
Person with glasses smiling 8)
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DONTs
Dont leave the Subject line blank.
Avoid using Hi, Help, Please Response or
recipient's name in th
e subject field. Refrain from using multiple ?????????? Or
!!!!!!!! (do you understand this yourself?)
It is better to write 5th
April instead of 5/4. If you use time stamp, do mention place as
well.
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DONTs
Never reply to an email when you are angry.
Dont use CAPITALS it is interpreted asSHOUTING!
Using all lower case letters looks lazy.
Dont overuse punctuation marks.
Dont send chain emails just delete them right
away. Delete anonymous or unwanted emails even
before reading them.
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DONTs
Never make personal remarks specially
about third parties.
Be careful in using Reply All Dont use an email as an excuse to avoid
personal contact.
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DONTs
An Email should NOT be sent in following cases:
Disciplinary Action.
Conflicts about grades/salary or personal conflicts.
Concerns about workmates/workgroups.
Complaints
Never forward an email without adding a
comment as to why you are doing so. Avoid including a greeting if you exchange several
emails over the same topic.
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Summary
1. Beware ofhidden readers
2. Write like Mom or the boss will read it
3. Remain gender neutral
4. Keep harassment and discrimination policiesin mind
5. Dont use email to let off steam
6. Control th
e urge to flame7. Respect others time
8. Never reply to spam
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