EMAIL ETIQUETTES

Email Components

Address

Essentials

Attachments

Mail Respon

seTo

Cc

Bcc

Subject Line

Salutation

Mail Content

Closing

Reply

Forward

AddressTo

• Always Higher to lower ranks, Ladies first in the rank.

• Address only the people who are concerned.

Cc• Always

mark higher to lower.

• If they don’t have to do anything about it their name should not be included.

Bcc• To be used

only when you don’t want people to know , each other’s mail id.

• Over utilizing reduces your credibility, if bcc-ed receivers reply all to your mail.

Email EssentialsSubject Line

Write Subject lines which can be read without opening the

mails.

It should accurately reflect the content of your mail.

It should reflect single action/ summary of the message.

Use “ High Priority” instead of “important”.

Use “Urgently” sparingly in the subject line.

Use NO CAPITALS it expresses anger.

SalutationFormal:

Dear Mr./ Ms following by last name. Use Ms if you are not sure the lady is Miss or Mrs.

Dear First Name & Las Name (if you are not sure of the gender)

Semi formal/ Informal:• Dear First Name

• Hi First Name• Hello First Name

• Thanks / Sure First Name

Mail Content Avoid communicating

matters of urgency or high confidentiality.

Know your audience and write your mail accordingly.

Write mails high on evidence and low on emotions.

Content should be clear and concise.

Before sending, proof read for correctness of content and grammar.

Avoid abbreviations and slangs.

It’s always best to write the mail before selecting Bcc and Cc.

Emotionally charged mails should be re-read after a gap before sending.

Use “please” and “Thank you” liberally in your mails.

Mention if the mail has attachments.

Avoid using rich text or HTML formats, they do not open the same way in all mail applications

CLOSINGFormal

Yours truly, Kind regards, Warm regards, Best

regards, Sincerely.

Semi Formal / Informal

Thanks, Cheers, Best Wishes, See

you soon

Attachments Send attachments only

if necessary. Remove unnecessary

attachments while replying/forwarding mails.

Always zip large attachments, it ensures server efficiency.

Compress images in presentations before sending.

Never open attachments from people you don’t know.

Check if the receiver has the same software to access the attachment.

Mail ResponseREPLY

• Don’t start a fresh mail if you want to continue the mail subject.

• Don’t change the subject line unless necessary.

• Use “Reply All” only when absolutely necessary.

• Don’t reply to an old mail and start completely a new topic.

• Instead of replying with “Yes”, “Sure” specify your response to the issue

FORWARD

• Don’t forward forwards without checking authenticity.

• Chain mails – best sent from personal id only if you have to.

Else click delete.

• Use salutations / FYI while forwarding.

• Forwarding is an excellent escalation tool, but do not over

use it.

Do’s & Don'tsUse template

for frequent response.

Answer swiftly at least reply back saying “will get back soon”

Use meaningful subject line.

Personalize your mail.

Use bullet instead of paragraphs.

Leave out message threads.

Request mail delivery always.

Be sarcastic/ insult someone in the mail.

Discuss confidential maters.

Long sentences.Forward offensive,

derogatory mails.

The structure of an email is critical to capture and retain the interest of the reader. The following is the structure:

ADDRESSEE- 1 Select the right people for the message. 2) Think about their profile and needs before composing the message. CATCH ATTENTION1) The subject line should signify the issue.2) Use the first 2 lines of mail to capture attention. DRIVE HOME THE POINT.1) Keep the mail crisp2) Use evidences to support the point.3) Set clear accountability CLOSING1) Convey optimism & Positivity.2) Set clear accountability.

Powerful structure