This document provides guidance on proper email etiquette and best practices for writing effective emails. It discusses important elements like greetings, subject lines, body text, closings and tone. Specific tips include keeping messages concise, using proper grammar, answering all questions, and maintaining an appropriate level of formality for the intended audience. The goal is to communicate clearly and respectfully through email.

1. Building bridges not
walls

2. Had an email blast???
Don’t worry we will help you out!!!

3. • Email is just an ordinary letter or a message to communicate
with a person at the other end of the line.
• There are different types of emails
• Personal, Professional & some other type defined by Email
experts.
Be it any type, the most important thing while writing a
letter or a message is its Etiquette, Manners.
• If your message is not conveyed properly its of no use
rather it can turn sometimes destructive.

4. Appropriate
Bullets
Edit
Language
Plan
Proofread
Subject Line
Tone

5. Why should you use email?
• Ease of Communication
• Its Simple, Fast, Efficient and Versatile
• Brings Professionalism,

6. Email Anatomy
Subject Line
 An email without a subject line is just as good as a
Pizza with o ingredients.
 Your subject can answer any of readers’
four key questions:
What’s this about?
Why should I read this?
What’s in this for me?
What am I being asked to do?

7. Ineffective Subject Line
Eg: Hi, Meeting, Plans,
Congrats etc
Effective Subject Line
Eg: Meeting is scheduled
at 3 PM on 12/7/2013
Ineffective Subject Line
Eg: Sales Report, One
more thing …..
Ineffective Subject Line
Eg: congratulations for
successful delivery of
Project
Examples

8. Some Important Tips for Subject line
 Lead with the main idea
Browsers may not display more than first 25-35 characters
 Create single-subject messages
 Keep track of threads
Subject: New Year’s Party Plans
(was: New Year-End Bonus Structure)
 Double-check the address line before sending.
 Insulted by a general email from the boss,
an employee sent an angry comment to a
colleague (she thought): “Does she think
we’re stupid?”
 The reply (from her boss): “Yes, I do.”

10. Email - Body
• Greetings
• Greetings are very important and are always are good
starters to an email which lead your email to a pleasant
conversation even if you are handling a project in dispute.
• Greetings type: Opinion: Divided
• Some say “Hi Steve,” is too informal.
• So we adapt it to “Hi Steve, I hope you are doing good”.
• For external communication, use same greeting as in letter
• For internal communication, some use Myra: Just the name

11. Some Basic Etiquette Rules
• Be concise and to the point:
• Answer all questions:

12. • Use proper spelling, grammar & punctuation:.
• Make it personal:.
• Use templates for frequently used responses:
• Answer swiftly:
• Do not attach unnecessary files:
• Use proper structure & layout:
• Do not forward chain letters:
• Do not request delivery and read receipts:
• Read the emails before you send it

14. • Do not ask to recall a message:.
• Do not copy a message or attachment without permission:
• Do not use email to discuss confidential information:

15. • Do not overuse the high
priority option:
• Do not write in
CAPITALS:
• Take care with
abbreviations and emotions:
eg :BTW (by the way) and
LOL (laugh out loud).
• Be careful with formatting:
• Take care with rich text
and HTML messages:

16. • Don't leave out the
message thread:
• Add disclaimers to your
emails:
• Read the email before you
send it:
• Do not overuse Reply to
All:

17. • Use a meaningful subject:
• Use active instead of passive:. For instance, 'We will
process your order today', sounds better than 'Your
order will be processed today'.
• Avoid using URGENT and IMPORTANT:
• Avoid long sentences: Try to keep your sentences to
a maximum of 15-20 words.
• Don't send or forward emails containing libelous,
defamatory, offensive, racist or obscene remarks:

18. • Don't forward virus hoaxes and chain letters:.
• Keep your language gender neutral:
• Don't reply to Spam:
• Use cc: field sparingly:

19. Why and How to use BCC?
• Why?
▫ Maintain Privacy
▫ To Avoid Spams and Viruses
• How?
▫ Outlook, Outlook Express,
Windows Mail, Mozilla
Thunderbird/Sea Monkey,
Yahoo Mail, Gmail (in that
order)
▫ Hotmail/Windows Live Mail
(if you still use this, do
yourself and the world a
favour and get a Gmail
account)

20. Which closing?
 A Global Agreement
 Match greeting in tone
 Formal: Sincerely, Best regards, Cordially
 Informal: Thanks; All the best,
Talk to you later
 Use a signature line that gives your name,
title, and contact information
 Omit a P.S.
(if the email is longer than a screen,
a postscript could be missed)

21. Some Important Tips
Try not to be a
Superman
• Balance Formal/Informal
 Like our work clothes,
the preferred writing
style
has become business
casual.
 Avoid extremes
 Not too self esteemed
 Not too passive
 Not too careless or flip

22.  Avoid Abrupt manner
 Brief is good. Blunt is not.
Question: Should I pursue an advanced
degree?
Response 1: No.
Response 2: I don’t think an advanced
degree would have any effect on your
potential for promotion here.
• Write Business Casual
 Strive for a style somewhere between
stuffed-shirt and t-shirt.

27. References
• Available at http://word-crafter.net/email.html
▫ Articles
▫ Best practices for email marketing
▫ Grammar help
▫ Test your netiquette
• Reference Links
▫ http://www.101emailetiquettetips.com/
▫ http://99u.com/articles/6975/email-etiquette-for-the-super-busy
▫ http://www.emailtray.com/support/email-management-
tips/business-email-etiquette-rules.html

28. • If you need any additional information or need some help with Literature
you can contact me @ www.niteshrathi.wordpress.com
• For lessons on improving your grammar, punctuality and control on your
language, feel free to get in touch

29. Thank You
for your patience