Basic Email Etiquettes

It is important that whether for business or personal use that you follow the basics of email etiquette. This document covers for you the top tips for email etiquette that everyone needs to be aware of and follow.

Why are email etiquette important?
In corporate world right communication is very important, because the way you communicate with your clients and partners build your brand and reputation in the market.
At personal level, the way you communicate reflects your background; it creates an image about you in the mind of the other person. Your way of communication helps you create an impression on others.

Today emails are the mode of virtual communication between people and organizations, between peoples, between organizations. Hence it’s very important to have basic email etiquette so that whatever you communicate is interpreted in the right manner.


Basic Rules of Email Communication

  • Be sure to include the following:

- Proper subject line

- greeting

- Introduction (if necessary)

- Request

- Thank you/closing remark

- Signature

  • Remember that direct language can sound harsher in emails than in person.
  • Use proper written, not spoken, language.
  • Be thoughtful and respectful in what you write.
  • Do not make demands.
  • Choose your words carefully.
  • Assume everything you write is a public document.
  • Avoid talking about other people in an email message.
  • Use proper grammar and sentence structure. Spell-check your message!
  • If your message includes a request, always close with a thank you to the recipient for considering it.
  • Do not expect or demand an immediate response.
  • Recheck your message and rephrase it if needed.

 

Subject   :

  • Should be meaningful
  • Should give your reader an idea of the content of the email
  • Should be appropriate, because anyone can look at the subject, even if the recipient chooses not to open the message
  • When changing the subject, start a new message

Do:

  • Check your grammar and spelling
  • Use proper structure and layout
  • Be efficient
  • Emails that get to the point are much more effective
  • Address all the questions or concerns to avoid delays
  • Try to keep the email brief (one screen length)

 

Don’t:

  • Use sarcasm or rude jokes
  • Respond if you are upset. Take some time to cool off and consider appropriate response.
  • Attach unnecessary files.
  • Type in all caps. That’s yelling or reflects shouting emphasis.
  • Leave out the message thread
  • Use long sentences
  • Leave irrelevant information
  • Do not mix content of various mails together , write separate mails for separate requests/ subjects

 

Attachments

  • When you are sending attachments, include in the email the filename, and what it contains

Attached: “Project3Proposal.doc” with my proposal.

  • Consider sending files in rich text format (rtf) or portable document format (pdf) to ensure compatibility
  • When sending large attachments, always “zip” or compress them before sending.
  • Be sure your virus, ad-ware and spyware programs are up to date and include scanning of your emails and attachments both incoming and outgoing.

 

Signature

  • Identify yourself
  • Keep it short
  • Ensure a quote or tagline is appropriate for everyone to see

 

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