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Email Communication Etiquette

The document outlines essential email communication etiquette, emphasizing the importance of professionalism to avoid miscommunication. Key rules include using meaningful subject lines, responding promptly, maintaining a respectful tone, and keeping business and personal emails separate. It also advises on the appropriate use of email tools and the need for clear, concise communication.

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minha.musheer2016
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21 views26 pages

Email Communication Etiquette

The document outlines essential email communication etiquette, emphasizing the importance of professionalism to avoid miscommunication. Key rules include using meaningful subject lines, responding promptly, maintaining a respectful tone, and keeping business and personal emails separate. It also advises on the appropriate use of email tools and the need for clear, concise communication.

Uploaded by

minha.musheer2016
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 Communication Etiquette

Introduction
• The speed of zipping off an
email has made it the
preferred method of
communication.

• Following proper etiquette


is essential to prevent
miscommunication or hard
feelings.
17 Business email etiquette rules

Choose Professional Email Account Names

Always Use a Meaningful Subject Line

Use priority flags with discretion but remember that Not


Every Email is "High Importance“

Respond Timely to Emails Received


Reply with caution - Familiarize
yourself with email tools.

Use Out-of-Office Email Tool

Keep it brief - Send Only Clear and


Concise Emails

Stay away from offensive comments.


Don't shout.

Be Sensitive and Approachable

Watch your tone.

Don't Attach Massive Files


Don't Send Extravagantly Formatted Emails

Don't assume privacy.

Keep Business and Personal Emails Separate

Think Before You Send That Email - Edit


your messages.

Sign your name.


1. Choose Professional Email Account Names

• When creating an email account name always use


your own name as part of the email address.

For example: ahmed.asif@google.com, or


mehwishnoor@yahoo.com.

• Avoid nicknames or immature usernames.

For example, do not use:


cricketlover@agoogle.com, or
princess@hotmail.com or daddycool420@gmail.com
and so on.
2. Always Use a Meaningful Subject Line

• Blank subject line = spam or


ignored.

• Subject line should be


relevant to the contents of
your email.

• Keep the subject line as short


as possible.

• This will encourage quicker


response too.
3. Use priority flags for Email of "High Importance”

• Flag an email as "High Importance"


or "Rush".

• use it when necessary.

• Using it too much will eventually


make your recipients ignore the
"importance" flag.
4. Respond Timely to Emails Received

• Don't make people wait too much for a reply.

• Respond promptly with a clear and concise reply.

• If you need more time to research an answer or gather more


information, tell your email sender when they can expect a
reply.

• This rule is more of a common courtesy than a rule of email


etiquette.
5. Reply with caution - Familiarize yourself with
email tools.

• “to”, “cc” and “bcc” fields.

• The main recipient - “to” field.

• When you need to copy someone -


“cc” or carbon copy field.

• If someone needs to be copied


without the others on the list
receiving his or her email - “bcc” or
blind carbon copy.
• Avoid the urge to hit “reply
all”.

• you might end up sending


unnecessary information to
people you don’t know.

• The only time you should


click “reply all” is if you are
sure everyone needs the
information you are sending.
6. Use Out-of-Office Email Tool

• out-of-office tool -
automatically respond to
incoming email.

• This way the sender will not


expect a timely reply.

• Make sure your automated


reply tells the sender when
they can expect a reply.
7. Keep it brief - Send Only Clear and Concise
Emails

• Avoid long emails that contain unnecessary


information and irrelevant facts.

• If you need a decision, ask for it.

• If you need information, ask for it.

• If you need action, ask for it.


• Don't make your reader wonder why you are sending
this email.

• For a longer message start with an introductory


paragraph letting people know the basics.

• If you have more than one topic, split your message


into more than mailing, with one topic per email.
8. Stay away from offensive comments.

• Avoid offensive comments in your email.

• This includes racist, sexist, or negative remarks about


another person or company.

• If you receive an offensive email, don’t reply or forward


it to anyone.

• Never use email to say anything that can be


misconstrued to your boss.
9. Don't shout.

• Remember that when you type in


all CAPS, your email comes across
as shouting.

• Some people think it makes their


message easier to read, but that
isn’t the case.

• Use a font that is easy on the eyes


when read in standard case letters.
10. Be Sensitive and Approachable

• Think about how the other person will


react to your email.

• Would a personal visit be more


appropriate?

• Never use email to terminate a relationship


or contract.

• In professional business correspondence,


always include a signature line that gives
alternate ways to contact you

(i.e. telephone numbers, street address, cell


phone, etc.)
11. Watch your tone.

• Maintain a positive tone in your email


communications.

• Remember that snarky remarks may


come across as mean-spirited rather
than funny.

• You should always avoid sending angry


emails, or you may risk offending
someone you work with or care about.
12. Don't Attach Massive Files
• You never know how or
where your recipient will be
accessing their email.

• Mobile devices – bandwidth


– hang.

• If you need to send a large


file, contact the person first
and ask them how they
would like to receive the file.
13. Don't Send Extravagantly Formatted Emails

• Keep all emails professional


looking.

• Don’t use multicolored fonts


and pictures for backgrounds.

• The company logo and


signature line will help you
project a professional image
in your emails.
14. Don't assume privacy.
• Keep in mind that your company and
personal email may not be private.

• Your company has the right to read


anything sent from the office.

• So never write and send personal or


highly sensitive information from work.

• Personal email from home may be


forwarded, so don’t put anything in
writing that could cause a problem if it
reaches the wrong person.
15. Keep Business and Personal Emails Separate

• Do not use your business


email for personal
correspondence.

• Even if you own your own


business, it is a good idea to
have two separate email
accounts.
16. Think Before You Send That Email - Edit
your messages.
• Edit your emails before you send them – use spell
checker.

• Think before you press the "send" button.

• Is it something that should not be sent in an e-mail?

• Is it of a personal nature and not appropriate to use


the company's email system?

• Is there a chance that you may regret sending this e-


mail at a later date?

• If so, press the "delete" button instead.


17. Sign your name.

• Don’t forget to sign your emails.

• The recipients may get annoyed if they have to scroll up and


figure out who sent them the message.

• If you have a signature line, keep it updated with the proper


email address and phone numbers.

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