This document provides guidance on proper email etiquette. It discusses understanding the audience and tone of emails, crafting effective subject lines and messages, and reviewing emails before sending. Effective emails are reader-friendly, avoid negative tones, and consider the impact on the recipient by being sent at the right time to the intended audience with a clear purpose. Proper use of TO, CC, and BCC fields and checking emails for errors are also covered.
2. What is Email Etiquette
Importance of Email Etiquette
Using Email as Communication Tool
Asking Few questions before sending email
Characteristics of en effective email
Understanding the tone of your email
Understanding Reader/Audience
Understanding TO CC BCC in emails
Understanding your message`s impact
Crafting a strong Subject Line
Crafting a strong message
Review-Check your messages for
Forwarding & Receiving Forwarded messages
Email Etiquettes
Working With Attachments
3. Email has become so common and so easy to
use that it is easy for us to become careless and
fall into bad Email habits.
Its Important mainly because:
Etiquette governing communication on the Internet
Rules for how to communicate appropriately and respectfully online
What is email etiquette?
Importance of Email Etiquettes
It shows your personality.
Makes you look more professional.
Makes it easier for your correspondents to
understand and respond to your Email.
Keep you and your organization out of
trouble.
Makes it more likely that you’ll get the
response you want.
4. Using Email As communication tool:
Business Communication
Revise
Compos
e
Plan
oFast
oEasy
oConvenient
oMechanical Mistakes
oNot reader friendly
oNegative/Offensive Tone
oSent to wrong people
Advantages:
Common Email Mistakes:
5. Is email the best method for this purpose?
Who Should receive the information?
When should you send the email?
What is the purpose of sending email?
What is the best way to present this
information?
At the right time
To the right people
Clear purpose
Subject
Ask these questions for sending email:
Characteristics of an effective email:
Introduction
Reader friendly
Free of errors
7. If you are angry upset:
Understand the tone of your email:
Reader`s Perceive tone in email messages
How a reader starts about reading an email:
Readers will analyze their relationship with the writer
Readers will analyze the email wording & formatting
o Don’t use all capitals no highlights
o Don’t use excessive punctuation
o Avoid using emoticons
Write the email
Wait
Read it aloud
Don’t send
Revise twice
8. What level of formality is expected
What will be their reaction
When or how often do they check
email
Understanding your Audience/reader
Courtesy copy
Understanding TO CC & BCC in email
Blind Courtesy copy
9. Ask whether an email is necessary?
Unnecessary emails = negative impact
Messages that saves time = Positive emails
Ask whether you have planned the email
Is the message clear
Take time to craft a positive and impactful
email
Impact: effect of one thing on the other
“What is the impact or impression of your email on the recipient”
Be conscious of your messages impact:
Prime time when people read emails:
Understanding your message`s impact
o What is said
o How is it said
o Who receives it
o When is it sent
10. Remember 3C`s
Purpose : Craft the main purpose of the
message
Appearance: Craft the appearance
Tone : Craft the tone-
Clear
Complete
Concise
Include a specific & Complete subject line-Why?
Use clear routine wording
Concise subject line
Tips:
Crafting a strong and impactful message:
Think before your craft:
Personalize the message
Write with the readers reaction in mind
Avoid emails in haste
11. o Purpose: Identify the problem and provide an action plan
o Appearance : one main Idea + Steps
o Tone : Focus On Improvement/ Offer help
Hi Rahul,
Two employees are struggling to complete their work on time