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1. Himanshu Dhaga (Manager Training)
Effective Email Effective Email
GuidelinesGuidelines

2. Contents
Email Has Become Ineffective
Poor Usage Examples
Use Smart Subject Lines
Think Before You Click
Write for Action
Reducing the Load
Quality Communications
Recommended Standards
General Tips
Call to Action

3. Email Has Become Ineffective
It’s a double-edged problem
Too many messages are floating
around
Half are unnecessary
The other half are ineffective
Fixing the problem lies on our
shoulders

4. Poor Usage Examples
No subject lineNo subject line

5. Poor Usage
Action required and key points are Action required and key points are
hidden in the messagehidden in the message

6. Use Smart Subject Lines
All messages should have clear and
specific “Subject Lines” that
describes the message content
specifies if there are any actions required
& due dates
mentions clearly who the message is for
Subject Line Template:
TAG description [actions] [due date] [(EOM)]

7. Use Smart Subject Lines
Good Subject Line Examples
FYI ONLY: Meeting minutes from 3/14 discussion
WSR: Joe Smith – Operations WW17
ARs Included: Minutes from MRC, all ARs due Friday 4/1
DISTRIBUTE: Program POR updated & related information
Bob, Joe: need you at noon meeting Wed w/ your updates
AGENDA: Staff meeting Thurs 3/12 10:00 pm
Mary: I will attend the WW FTF & present summary. (EOM)
Poor Subject Line Examples
Weekly Minutes
Here are the URLs
Re: presentation
(blank subject line)
Unrelated subject line – sending an email with an old subject
line that does not relate to this message
TAG description [action] [due dates] [(EOM)]TAG description [action] [due dates] [(EOM)]

8. Recommended Standards
Recommended Subject Line Tags:
URG- Stop everything, read me first
HOT- Need immediate attention
RSP- Need you to respond, either way
MTG- New/modified meetings
FWD- Forward to your respective
group(s)
HLP- Need information, assistance
with a problem
FYI- Just for your information
ACT- Needs action

9. Use Smart Subject Lines
If you can type your entire
message in the subject line and
don’t need to write anything in
the body of the message - do
so!
Type (EOM) at the end of the
subject line. EOM means “end
of message”

10. Think Before You Click
Don’t automatically “REPLY TO
ALL”.
Take one last look at your distribution
list – is this email necessary for all
recipients.
Once the email discussion goes
beyond 2-3 replies anyway, it’s time
to pick up the phone

11. Write For Action
In the first 1-3 lines of your email,
specify what this email is about.
Does it include action required?
Does it require a reply back by a certain
date?
What information is contained that the
reader will find necessary for their job?
Use the To: and Cc: addresses
appropriately

12. Reducing the Load
Overloaded – system & recipient
Use text messages every time you
can
Status Reports, Meeting Minutes, Trip
Reports, Simple Proposals
Use formatted documents when
necessary
Spreadsheets, presentations, formal
documents
Stop replies before they start
If a reply is not required, end your
message with “(Reply Not Necessary)”

13. Quality Communications
Email is not the right communication
tool when “quick response” is needed
Use email to convey non-sensitive or
non-emotional information

14. Recommended Standards
Rules:
No outlook templates or “pretty stationary"
when sending/replying messages
Reply to sender only. Only "Reply to All"
when absolutely necessary
PowerPoint Files: Zip all attachments. Large
files; use shared server or websites
When possible, short messages should be
written in the subject line, with the EOM tag

15. Recommended Standards
Rules:
No discussions in email. When people start
"talking" in email, please stop
Carbon Copy your manager if you really
need to
Do not use UPPER case alphabets unless
using it as a title. This gives a negative
connotation (looks like you are yelling those
words)

16. General Tips
While forwarding the message
delete the list of email
addresses if not necessary
If you see someone else
practicing bad email etiquette
send a friendly note and ask them
to correct it

17. Incoming Email Tips:
Process your email in batches
Don’t overreact to nuance in email
General Tips

18. General Tips
Font:
Use standard font throughout the message
content
Avoid colored fonts in a professional email
Be very specific with the use of bold, italic or
underline font style
Keep the size of the font visible and constant
Paragraph and line spacing should be
legitimate and visually appealing
Avoid short forms or slang (e.g. ‘u’ instead of
‘you’, ‘y’ instead of ‘why’, ‘r’ instead of ‘are’,
etc)

19. Examples
From: XYZ
Sent: Monday, January 08, 2001 5:46 PM
To: ABC
Subject: Information
Dear Sir,
With reference to the below mentioned mail, I would like to
mention here that the required action was taken long back
and hence there was no need to escalate the issue to a
higher level. With reference to the below mentioned mail,
the issue to a higher level.
With reference to the below mentioned mail, I would like to
mention here that the required action was taken long back
and hence there was no need to escalate the issue to a
higher level With reference to the below mentioned mail.
Regards,
XYZ 

20. Examples
From: XYZ
Sent: Monday, January 08, 2001 5:46 PM
To: ABC
Subject: Information
Dear Sir,
With reference to the below mentioned mail, I would like to mention here that
the required action was taken long back and hence there was no need to escalate
the issue to a higher level. With reference to the below mentioned mail, I would
like to mention here that the required action was taken long back and hence
there was no need to escalate the issue to a higher level With reference to the
below mentioned mail, I would like to mention here that the required action was
taken long back and hence there was no need to escalate the issue to a higher
level With reference to the below mentioned mail, I would like to mention here
that the required action was taken long back and hence there was no need to
escalate the issue to a higher level
With reference to the below mentioned mail, I would like to mention here that
the required action was taken long back and hence there was no need to escalate
the issue to a higher level With reference to the below mentioned mail, I would
like to mention here that the required action was taken long back and
hence there was no need to escalate the issue to a higher level With reference to
the below mentioned mail.
Regards,
XYZ 

21. Examples
From: XYZ
Sent: Monday, January 08, 2001 5:46 PM
To: ABC
Subject: Information
Dear Sir,
With reference to the below mentioned mail, I would like to mention here
that the required action was taken long back and hence there was no need
to escalate the issue to a higher level. With reference to the below mentioned
mail, I would like to mention here that the required action was taken long back and
hence there was no need to escalate the issue to a higher level With reference to the
below mentioned mail, I would like to mention here that the required action
was taken long back and
HENCE THERE WAS NO NEED TO ESCALATE THE ISSUE TO A HIGHER
LEVEL WITH REFERENCE TO THE BELOW MENTIONED mail, I would like to
mention here that the required action was taken long back and hence
there was no need to escalate the issue to a higher level
action was taken long back and hence there was no need to escalate the
issue to a higher level With reference to the below mentioned mail.
Regards,
XYZ 

22. Examples
From: XYZ
Sent: Monday, January 08, 2001 5:46 PM
To: ABC
Subject: Information
Dear Sir,
With reference to the below mentioned mail, I would like to mention here that the required
action was taken long back and hence there was no need to escalate the issue to a higher level.
With reference to the below mentioned mail, I would like to mention here that the required
action was taken long back and hence there was no need to escalate the issue to a higher level
With reference to the below mentioned mail, I would like to mention here that the required
action was taken long back and hence there was no need to escalate the issue to a higher level
With reference to the below mentioned mail, I would like to mention here that the required
action was taken long back and hence there was no need to escalate the issue to a higher level
With reference to the below mentioned mail, I would like to mention here that the required
action was taken long back and hence there was no need to escalate the issue to a higher level
With reference to the below mentioned mail, I would like to mention here that the required
action was taken long back and hence there was no need to escalate the issue to a higher level
With reference to the below mentioned mail.
Regards,
XYZ 

23. Call to Action
Implement these guidelines in
your own email usage
It’s got to start with you
Take this presentation to your
staff and request that they
implement the guidelines

24. Himanshu Dhaga (Manager Training)
Thank YouThank You