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Netiquette

The document provides guidance on proper email etiquette in 3 main points: 1) Be concise, specific, and address emails properly by avoiding slang, checking spelling/grammar, and distinguishing formal vs informal styles. 2) Avoid misunderstandings by being careful with "TO", "CC", "BCC" fields, re-reading before sending, and remembering emails lack tone/body language. 3) Maintain professionalism with responsive rather than reactive communication, keeping impressions positive by watching language and content.

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Aditya Thejavath
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67 views19 pages

Netiquette

The document provides guidance on proper email etiquette in 3 main points: 1) Be concise, specific, and address emails properly by avoiding slang, checking spelling/grammar, and distinguishing formal vs informal styles. 2) Avoid misunderstandings by being careful with "TO", "CC", "BCC" fields, re-reading before sending, and remembering emails lack tone/body language. 3) Maintain professionalism with responsive rather than reactive communication, keeping impressions positive by watching language and content.

Uploaded by

Aditya Thejavath
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Email Etiquette

Netiquette
Netiquette = Network etiquette the
proper way we communicate and interact with each
other using email over the Internet
THANK GOODNESS FOR
EMAIL!
Quicker Means of
Communication

Easier Cheaper

GO GREEN!
Maybe we were better off
without it???

Today we avoid face to


face communication

Depending on
Almost Robotic technology that is
NOT perfect

More impersonal
Miscommunication
Well...what can we do to
improve communication?
Be specific about
WHAT you want &
Spell & Grammar Address to specific HOW you want to
Check person attain in through
your writing

Distinguish between Be concise with your Avoid Attachments &


formal and informal subject lines keep email concise and
styles when writing within 1 screen shot

Use a Signature
Be kind & Respond Avoid slang & text
including contact
Promptly writing
info.
Avoiding
Misunderstandings….
 Remember that messages may be missed, ignored, lost, or
forgotten
 Sometimes MORE can be accomplished in one telephone call
than 100 email messages
 DO NOT TYPE IN ALL CAPITALS
 Give credit to those deserving of it & ask for permission to
quote them
 Remember that you DO NOT have complete confidentiality
and privacy (lawsuits/ work policy)
Some words to the wise… (cont.)

 Always RE-READ before hitting send


 Be aware of who is in the “TO” FIELD
 Cc /Bcc & Reply/Reply All – CAREFUL!!!!!!
 Do not use email to discuss confidential information &
situations
 Do not divulge your user name or password to others
Well what is “Bcc” & “Cc”?

Bcc: Cc:
• Is short for Blind Carbon Copy • Is short for Carbon Copy

• Carbon copied recipients are NOT • More than 1 addressees can be in this
visible to anyone but the sender field (separate them with commas)

• Use this when sending to a long list of • Carbon copied recipients ARE visible
recipients or to recipients that should not to all other recipients
know each other • Usually used when others are
referenced in the email or for those
• Should not be used as a spying device
you want included in the
but only to protect the privacy of email
conversation
addresses (ethical violation?)
Example of CC vs. BCC

From: Jonathan Grove


To: Ashley Miller
Cc: Janet Costa, Nina Myers
Bcc: Julie Ann Skala
----------------------------------------------------------------------------------------------------------
----------
Dear Ashley,

Thank you for your support with the meeting. I will inform you of the results as soon as the files
get posted.

Tomorrow’s agenda will be available first thing Monday morning. Please review the details with
Janet and Nina.

Thank you,

Jonathan Grove
Assistant Manager
Summer Fun Company
23087 Meli Road
North Park, IL 62545
630-989-5224
Some words to the wise…
 Don’t forget to include your country as part of your
address and your area code as part of your phone
number (you never know how far your email will go)

 Virus protection software is only a band-aid

 Avoid listing your e-mail address in publicly available


directories and avoid replying to spam
Send the RIGHT message…

(Click on Graphic )

 Avoid Abbreviations & Emoticons


 Know your audience (language and style of writing depends on this)
 Spelling/Grammar/Punctuation gives a bad impression
 Separate FACTS from OPINIONS (focus only on facts)
 Your most important statements should appear in the first paragraph
 Don’t forget the GREETING and CLOSING
Email may NOT always be the best
method of communication

 When you reply to an email you MUST include


the original email in your reply
 Never insult or criticize via email. Work out
differences face to face
 Misinterpreted TONE
(Emails mask tone and body language)
Best Impressions = Lasting Impressions

 Do NOT overuse: “URGENT” / “IMPORTANT” or “High


Priority” option
 Keep your language gender neutral
 Do not forward chain letters
 Don’t forward or send emails containing offensive, racist, or
obscene remarks
 DO NOT SEND VIRUSES!!!!!
 Use bullets or numbers whenever possible
Be Responsive NOT Reactive
 Avoid writing an email when you are upset or frustrated (it is best to sleep on it
and respond the following day)
 Emails are permanent and you never know where they go and who will view
them
 If you must send an email response ASAP, have someone re-read it to make sure
your response is appropriate and “safe”
 Avoid attaching unnecessary files
 Be careful with your TONE
 Remember you are judged by your writing skills
 NO TEXT WRITING!!!!!
Email Communication is
Super Important !

Professionalism

Efficiency

Protection from Liability


Passive vs. Active

 Use the ACTIVE voice of a verb wherever possible.

EX) We will process your order today. (ACTIVE & sounds more personal)

vs.

EX) Your order will be processed today. (Passive)


Problems with Punctuation
 E-mails without full stops or commas are difficult to
read and can sometimes even change the meaning of
the text

 Small paragraphs separated by blank lines are much


more readable than long run-on pieces

 Careless writing skills demean your intelligence and


integrity
Email Etiquette Unspoken
Expectations…
 Try to reply to an email within 24 hours

 Establish an organized filing systems

 Keep copies of important emails for reference

 Use separate accounts for personal and business emails


Email Etiquette Unspoken
Expectations…
 Don’t forget to say PLEASE and THANK YOU
 Your
email should not be longer than 1 screen (if you need to scroll
down..it is way too long
 Don’t broadcast email messages unnecessarily
 Your SENT email cannot be UNSENT
 DO NOT ASSUME PRIVACY.

(Click on Graphic )

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