Email Etiquette - Basics

This Presentation was made for my team for them to understand the importance of Email Writing and its Right way. Just the Basics.
Includes Source of Information and YouTube Videos for Better and in-depth understanding.

1. Insights, Ideas & Suggestions. Email Etiquettes - Basics

2. Overview What is E-mail and E-mail Etiquette Why and How to Make an Effective E-Mail Basic Rules of Email Communication Few common email habits that cause problems Structure of E-Mail E-Mail Do’s and Don’ts Some other important aspects Activity and Visual Information Discussion

3. What is E-mail and E-mail Etiquette Email - Text-based mail electronically sent from one person to another . It waits for You. It is One-to-One and One-to-Many Communication and almost Free. Email Etiquette – It  refers to the principles of behaviour that one should use when writing or answering   E-mails. E-mail  is less personal than a phone or in-person conversation but quicker to send than a letter, it is possible for serious breaches of manners to take place.

4. W hy this Etiquette Di? ( R ead – why this K olaveri Di!) One , to remain professional in company communications. You never know who may intercept your mail. Second , emails that are to the point and easy to read are more efficient. Lastly , employees that understand email etiquette are less likely to put the company at risk .

5. Why & How to make an effective E-Mail Why to have good E-mail Etiquette – Helps you create a good impression on the receiver. Higher possibility of you getting the response you want ! How to make an Effective E-Mail – Selecting the Right Audience/ Receiver. Composing Your Messages Correctly.

6. Basic Rules of Email Communication - 1 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.

7. Basic Rules of Email Communication - 2 Choose your words carefully . Assume everything you write is a public document . Avoid talking about other people in an email 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 . Reread your message before sending it and rephrase if necessary .

8. Basic Rules of Email Communication - 3 If you receive a confusing or unclear email message - - give the writer the benefit of the doubt. - politely ask for clarification - suggest discussing the matter in person. Be thoughtful and respectful in what you write . Use proper grammar and sentence structure. Spell-check your message ! Do not assume that the reader will “get” the joke/ understand sarcasm .

9. Few common E-Mail habits that cause P roblems Changing the topic without changing the subject . Including multiple subjects Misaddressed recipients Displaying addresses of recipients who are strangers to each other. Replying vs. forwarding

10. Structure of E-Mail - 1 Addressing Subject Message Text Attachments Signature

11. Structure of E-Mail - 2 1. Addressing – It’s the address of the recipient. Use BCC to protect Email addresses unless everyone knows each other.

12. Structure of E-Mail – 3a 2. Subject – Precise headline for the message Makes easier to handle of E-MAIL Avoid sending e-mail with No subject

13. Structure of E-Mail – 3b 2. Subject – Ineffective subject lines: Subject: Hi rescheduling. Help!! Reminder….. Few Questions........... Yay Congrats…..

14. Structure of E-Mail - 4 2. Subject – Effective subject lines Subject: Party planning - Meeting rescheduled to 3pm Tomorrow Help: I can’t find the draft for the Mr. Smith’s Paper Reminder: peer-review articles due tomorrow (3/30) Questions about Sociology 210 project Congratulations to Jennifer for winning Nobel Prize

15. Structure of E-Mail - 5 3. Message Text - Keep the message focused, readable & Short Use paragraphs Avoid fancy typefaces Use * * to highlight text if you must Write in standard professional English with Capitalization and correct spelling Identify yourself clearly to cold contacts. Hello, I am…The reason I am writing… Hello, so-in-so suggested I contact you

16. Structure of E-Mail - 6 4. Attachments Use Carefully. Cut and paste relevant parts of attachment into text of Email . Use URL links instead . http://www.vamaship.com/ gives the best service in Logistics.

17. Structure of E-Mail - 7 5. Signature Use an appropriate signature Brief (4-5 lines) Informative: provide all contact information Professional: do not include pictures, quotes, animations (Unless required)

18. E-mail Do’s and Don’ts - 1 Threads – Multiple replies can get out of hand. Continue them to maintain the tread. When they start to drift start a new thread with explanation . Forwarding – Try and Avoid chain letters it annoys most people Wait for the Reply. Take Care with Abbreviation and Emoticons Write, but don’t send without checking the written Details. Don’t reply at all and let them wonder.

19. E-mail Do’s and Don’ts - 2 Offer to speak by phone or in person; Email is not a good tool for “clearing the Confusion which is already OR will be caused.” DO NOT WRITE EVERTHING IN CAPITAL LETTERS. Never say in Email what you wouldn’t say in person or would not like to see in the press or defend in court Once you hit “Send” you have lost control of the Email You can never be certain that it was erased from all locations. Think of all Email as Permanent .

20. Some other Important Aspects Never include personal or financial info in an Email Install a good security suite on your personal computer Have a separate free Email account for newsletters, white paper registration, etc. Delete browser history, cache, cookies, user IDs and passwords after using a public Internet connection Back up your Email .

21. Activity and Visual Information Activity – Situation based – Sai is sending a frustrated email to Ahmed about a product received from Ray. This product was not sent in the condition which was promised to Sai . Write an appropriate reply to Sai , with the details learned earlier. Visual information – Emailing in Real Life : https :// www.youtube.com/watch?v=HTgYHHKs0Zw Before You Hit " Send“ https :// www.youtube.com/watch?v=fq5ahx7kyQI

22. Sources http:// www. itbusinessedge.com /slideshows/show.aspx?c=83033 http://www. netmanners.com /e-mail-etiquette-tips / https://owl.english.purdue.edu/owl/resource/636/01 / http://www. businessinsider.com /email-etiquette-rules-every-professional-needs-to-know-2016-1?IR=T/# 1-include-a-clear-direct-subject-line-1

23. Discussion Thank you for your Valuable Time. Please let the Questions Roll!