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E email etiquettes_65aa665a1261d4f742aa3543faee8f14

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Kæsy Chaudhari

1) The document discusses email etiquette and proper email formatting. It provides rules for subjects, greetings, closings, confidentiality, responding promptly, and formatting emails. 2) Specific tips are given for subjects, greetings using the recipient's name, closings, not using all caps, avoiding unnecessary forwarding, responding within 24 hours, keeping emails concise and readable. 3) Email etiquette is especially important in professional settings and you should avoid abbreviations, check spelling and grammar, and be cordial in your writing since emails represent you and can be kept forever.

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24-09-2020 1 E-mail Etiquettes Dr. Dhaval Pujara Professor and Head, Department of Electronics & Communication Engineering, Nirma University, Ahmedabad Disclaimer You have full right to disagree with my ideas covered in this presentation . What is etiquette? The rules which indicate the “correct” way to behave in a certain time and place. Email etiquette is especially important in the work place Purpose of E-mail? • Quick means of communication • Share necessary information • Keep records of communication • Easier, Cheaper • sharing funny email • sharing political or religious views • harassing co-workers • inappropriate conversations It is NOT for: Format of E-mail?  Subject  Address  Greet / Introduce yourself  Describe the matter  Sign off  Signature Rule-1 Always include a subject.  Should be short  Should contains all vital information  Tune subject according to your recipient  Never leave it blank  While Forwarding e-mail: format if necessary
24-09-2020 2 Rule-1 Useless Subject Lines 1. Message from Mohan. 2. Update. Appropriate subject line says what the message is about and signals the desired response: For instance: 1. Invitation to speak in Delhi on 14 July, 2. Application for admission, 3. Investment proposal for your consideration, 4. Will you please serve as a reference. Rule-2 Use the recipient’s name in the beginning. Open your email with a GREETING. Dear Prof. Banerji: Hello Professor: Dear Ms. Rubika: Hi David, Avoid Respected, Esteemed, etc. Don’t forget to CLOSING. Thank you. Best wishes. Best Regards. Sincerely, Phrases for Opening Lines • Thank you for your prompt response. • Thank you for getting back to me quickly. • This e-mail is with reference to… • In reply to your e-mail dated July 08, 2019… • With reference to your e-mail of July 08, 2019… • I hope this e-mail finds you well. • Please accept my sincere apology for missing the meeting yesterday. • Congratulations on passing JEE exam with high grades. Your hard work has paid off! Introducing Topic of E-mail • I am writing to recommend … • I am writing to explain … • I am writing to congratulate … • I am writing to thank … • I am writing to complain … • I am writing to bring to your notice … • I am writing to urge you ... Phrases for Closing Lines • I hope, the above information is useful to you. • Should you need any further information, please feel free to contact. • Please do not hesitate to contact me. • Let me know, if you need any further details. • Please advice as necessary. • I look forward to hearing from you. • Once again, I apologize for any inconvenience • Drop me an e-mail, if I can do anything else for you. Rule-3 Do not write in ALL CAPITALS. Writing in all capitals can convey that you are shouting in your message. Using all capitals can be annoying and trigger an unintended response.
24-09-2020 3 Rule-4 Do not use email to discuss confidential information. Rule-5 Think before you send. If you answer ‘YES’ to all of these questions: • Is the language proper ? • Have I put subject? • Is the information correct? If you answer ‘NO’ to all of these questions: • Could this information hurt/embarrass/offend someone? • Could this email be misinterpreted in a bad way? • Could this email get me into trouble? Send Send Rule-6 Do not forward unnecessary Emails. • Take time to write a personal comment at the top of your forwarded email. • Think carefully about if what you are forwarding will be of value, appreciated or humorous to the person on the other side. • If an email tells you to “Forward to everyone you know/love/all of your family” do NOT forward Rule-7 Respond promptly to Emails. Try to reply to an email within 24 hours. Reply on time, even if you want to say ‘NO’. Answering E-mail If someone asks a lot of questions, it may be OK to embed your answers into the sender's message: > How long are you staying? Less than two weeks. > Will you have time to visit us? I’m really hoping to, but my schedule will be pretty tight. Let me get back to you about that after the weekend. Rule-8 Keep email concise and within one screen shot Your most important statements should appear in the first paragraph. Use bullets or numbers whenever possible. Small paragraphs separated by blank lines are much more readable than long run-on pieces.
24-09-2020 4 ‘bcc’ and ‘cc’ bcc: • Is short for Blind Carbon Copy. • Recipients are NOT visible to anyone but the sender. • Use this when sending to a long list of recipients or to recipients that should not know each other. • Should be used only to protect the privacy of email addresses. cc: • Is short for Carbon Copy • More than 1 addressees can be in this field (separate them with commas) • Recipients are visible to all other recipients • Usually used when others are referenced in the email or for those you want included in the conversation Tips for E-mail Writing • Check for punctuation, spelling, and grammatical errors. • Use a Signature including contact information. • If a message is longer than one screen, send an attachment. • Avoid abbreviations and emoticons. • When you reply to an email you MUST include the original email in your reply. • Do not overuse: “URGENT” / “IMPORTANT” or “High Priority” option. • Avoid writing an email when you are upset or frustrated. • Keep copies of important emails for reference. • Use separate accounts for personal and business emails. • Be friendly and cordial, but don't try to joke around. You are judged by your writing skills When you send an email to someone, they are getting a copy that they can keep…forever. Presentation Summary 24-09-2020 23 Thank You

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E email etiquettes_65aa665a1261d4f742aa3543faee8f14

  • 1. 24-09-2020 1 E-mail Etiquettes Dr. Dhaval Pujara Professor and Head, Department of Electronics & Communication Engineering, Nirma University, Ahmedabad Disclaimer You have full right to disagree with my ideas covered in this presentation . What is etiquette? The rules which indicate the “correct” way to behave in a certain time and place. Email etiquette is especially important in the work place Purpose of E-mail? • Quick means of communication • Share necessary information • Keep records of communication • Easier, Cheaper • sharing funny email • sharing political or religious views • harassing co-workers • inappropriate conversations It is NOT for: Format of E-mail?  Subject  Address  Greet / Introduce yourself  Describe the matter  Sign off  Signature Rule-1 Always include a subject.  Should be short  Should contains all vital information  Tune subject according to your recipient  Never leave it blank  While Forwarding e-mail: format if necessary
  • 2. 24-09-2020 2 Rule-1 Useless Subject Lines 1. Message from Mohan. 2. Update. Appropriate subject line says what the message is about and signals the desired response: For instance: 1. Invitation to speak in Delhi on 14 July, 2. Application for admission, 3. Investment proposal for your consideration, 4. Will you please serve as a reference. Rule-2 Use the recipient’s name in the beginning. Open your email with a GREETING. Dear Prof. Banerji: Hello Professor: Dear Ms. Rubika: Hi David, Avoid Respected, Esteemed, etc. Don’t forget to CLOSING. Thank you. Best wishes. Best Regards. Sincerely, Phrases for Opening Lines • Thank you for your prompt response. • Thank you for getting back to me quickly. • This e-mail is with reference to… • In reply to your e-mail dated July 08, 2019… • With reference to your e-mail of July 08, 2019… • I hope this e-mail finds you well. • Please accept my sincere apology for missing the meeting yesterday. • Congratulations on passing JEE exam with high grades. Your hard work has paid off! Introducing Topic of E-mail • I am writing to recommend … • I am writing to explain … • I am writing to congratulate … • I am writing to thank … • I am writing to complain … • I am writing to bring to your notice … • I am writing to urge you ... Phrases for Closing Lines • I hope, the above information is useful to you. • Should you need any further information, please feel free to contact. • Please do not hesitate to contact me. • Let me know, if you need any further details. • Please advice as necessary. • I look forward to hearing from you. • Once again, I apologize for any inconvenience • Drop me an e-mail, if I can do anything else for you. Rule-3 Do not write in ALL CAPITALS. Writing in all capitals can convey that you are shouting in your message. Using all capitals can be annoying and trigger an unintended response.
  • 3. 24-09-2020 3 Rule-4 Do not use email to discuss confidential information. Rule-5 Think before you send. If you answer ‘YES’ to all of these questions: • Is the language proper ? • Have I put subject? • Is the information correct? If you answer ‘NO’ to all of these questions: • Could this information hurt/embarrass/offend someone? • Could this email be misinterpreted in a bad way? • Could this email get me into trouble? Send Send Rule-6 Do not forward unnecessary Emails. • Take time to write a personal comment at the top of your forwarded email. • Think carefully about if what you are forwarding will be of value, appreciated or humorous to the person on the other side. • If an email tells you to “Forward to everyone you know/love/all of your family” do NOT forward Rule-7 Respond promptly to Emails. Try to reply to an email within 24 hours. Reply on time, even if you want to say ‘NO’. Answering E-mail If someone asks a lot of questions, it may be OK to embed your answers into the sender's message: > How long are you staying? Less than two weeks. > Will you have time to visit us? I’m really hoping to, but my schedule will be pretty tight. Let me get back to you about that after the weekend. Rule-8 Keep email concise and within one screen shot Your most important statements should appear in the first paragraph. Use bullets or numbers whenever possible. Small paragraphs separated by blank lines are much more readable than long run-on pieces.
  • 4. 24-09-2020 4 ‘bcc’ and ‘cc’ bcc: • Is short for Blind Carbon Copy. • Recipients are NOT visible to anyone but the sender. • Use this when sending to a long list of recipients or to recipients that should not know each other. • Should be used only to protect the privacy of email addresses. cc: • Is short for Carbon Copy • More than 1 addressees can be in this field (separate them with commas) • Recipients are visible to all other recipients • Usually used when others are referenced in the email or for those you want included in the conversation Tips for E-mail Writing • Check for punctuation, spelling, and grammatical errors. • Use a Signature including contact information. • If a message is longer than one screen, send an attachment. • Avoid abbreviations and emoticons. • When you reply to an email you MUST include the original email in your reply. • Do not overuse: “URGENT” / “IMPORTANT” or “High Priority” option. • Avoid writing an email when you are upset or frustrated. • Keep copies of important emails for reference. • Use separate accounts for personal and business emails. • Be friendly and cordial, but don't try to joke around. You are judged by your writing skills When you send an email to someone, they are getting a copy that they can keep…forever. Presentation Summary 24-09-2020 23 Thank You