Essentials of Email Étiquettes

Essentials of Email Etiquettes Electronic Mail Email has quickly become a communication standard and the Internet’s most popular application. Essentials of Email Etiquettes

What makes email different? “On the Internet, nobody knows you’re a dog.” Essentials of Email Etiquettes

Essentials of Email Etiquettes

Essentials of Email Etiquettes Purpose Before you type anything into a new message, you should have answers for two questions: Why am I writing this? What exactly do I want the result of this message to be? Essentials of Email Etiquettes

Essentials of Email Etiquettes Subject Line Do NOT write “Hi”, “Hello”, “From Champak”, “Happy New Year to You, My Dear Friend Chanchi” etc. Be sure to complete the subject line of the email to indicate content Mention the purpose or the content title clearly “MPR from Oct 2013 from Paldi Branch” * MPR = Monthly Progressive Report Essentials of Email Etiquettes

Essentials of Email Etiquettes The Recipient/s TO For the people you are DIRECTLY addressing CC For the people you are INDIRECTLY addressing (for their information only) BCC The recipeints can NOT see everyone the email has been sent to BCCs within an organization can create distrust Essentials of Email Etiquettes

Essentials of Email Etiquettes Greeting Dear Sir/s, My Dear Sir, Only My Dear Sir, Respected Sir, Sir, Dear Madam/Ma’m/Mesdames, Dear Sir/Madam, Essentials of Email Etiquettes

Essentials of Email Etiquettes Closing Match greeting in tone Formal: Sincerely, Best regards, Cordially Informal: Thanks; All the best, Talk to you later Use a sign line (signature) that gives your name, title, and contact information Omit a P. S. (Post Script) (if the email is longer than a screen, a postscript could be missed) Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Keep emote icons to a minimum; i.e.., :) Use spell checking. Most e-mail software packages have spell checking and it can be set to check each message before sending Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Zip attached files. Three reasons for this: Reduces file size If multiple attached files, makes easier to unpack The process will be faster Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Typing in all capitals in electronic communications means - Nothing special--typing in all caps is normal. - You are shouting. - It’s OK to forward this message to others. - This message is very important. Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Also, do not capitalize (i.e., ALL UPPERCASE) unless you really mean it “CALL ME!” is interpreted differently than “call me.” CAPITAL WRITING is considered LOUD and RUDE Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Even if you do NOT have time to “fully” respond to an email, be sure to let the sender know you have received it Acknowledge it Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Also, do not capitalize (i.e., ALL UPPERCASE) unless you really mean it “CALL ME!” is interpreted differently than “call me.” CAPITAL WRITING is considered LOUD and RUDE Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Be Concise and to the point. Answer all Questions. Use proper spelling, grammar & punctuation. Answer swiftly. Do not attach unnecessary files. Use active instead of passive. Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Use proper structure & layout. Do not leave out the message thread. Read the email before sending it. Do not overuse Reply to All. Take care with abbreviations and emotions. Avoid using URGENT and IMPORTANT. Avoid long sentences. Essentials of Email Etiquettes

Essentials of Email Etiquettes Tips Don't use e-mail as an excuse to avoid personal contact.  Abbreviations (Abbr.) or Acronyms (asap) are okey if the receiver knows them Summarize long discussions. Essentials of Email Etiquettes

Tip: Leave address blank If you’re furious and must answer an email right away, leave the address line blank. If you hit Send before you’ve had a chance to cool down, the email won’t go through. Essentials of Email Etiquettes

Essentials of Email Etiquettes Why netiquette? The electronic equivalent of a set of fussy rules that tell you … which fork to use with the salad course? Netiquette does not consist of a set of rigid rules. It encourages you to adopt a certain attitude of thoughtfulness. - Gregg Reference Manual, 10th ed. Essentials of Email Etiquettes

Thank You Very Much From Vaseem G Qureshi M.A.(Eng), M.Ed., M.Phil.(Eng), Ph.D. (Cotd) Assistant Professor in English, Vishwakarma Govt Engineering College, Chandkheda, Ahmedabad.

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