Bajaj Allianz Life Insurance Company - Insurer Innovation Award 2024
Email
1. E-Mail
DRaFTiNG
aND ETiquETTE
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
2. E-Mail Etiquette
A system for sending and receiving
messages electronically over a computer
network, as between personal computers
An email is the most important piece of
communication you can have with
someone. Visitors to your website come
and go. They are faceless drones to you.
An email to them is an opportunity to get to
know and interact with them. The
opportunity to win business can hinge on
the success of an email. Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
3. The elements of email etiquette
•General format
•Writing long messages
•Attachments
•The curse of surprises
•Flaming
•Delivering information
•Delivering bad news
•Electronic Mailing Lists
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
5. Get to the point of your email as quickly as
possible, but don't leave out important details that
will help your recipient answer your query.
If you do not answer all the questions in the
original email, you will receive further e-mails
regarding the unanswered questions, which
will not only waste your time and your
customer’s time but also cause considerable
frustration. Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
6. It is important for conveying the message properly.
If they did not want a quick response they would
send a letter or a fax. Therefore, each e-mail should
be replied to within at least 24 hours, and
preferably within the same working day.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
7. Because of computer viruses, many people won't
open attachments unless they know the sender.
Even that can be a mistake because many viruses
come disguised in email messages from someone
you know. Before sending an attachment, ask the
recipient if you may do so.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
8. Also, do not capitalize (i.e, ALL UPPERCASE)
unless you really mean it.
Capitalizing all letters is considered “shouting” or
flaming.
Avoid doing a reply to all when mail involves
group mail Id’s.
Do not REPLY to ALL for congratulatory
mails especially when mailing to superiors.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
10. Users have come up with something called "smilies".
They are simple strings of characters that are
interspersed in the e-mail text to convey the writer's
emotions (cues).
:-) Smiley face ;-) Wink (light sarcasm)
Abbreviation usage is quite rampant with e-mail. In the
quest to save keystrokes, users have traded clarity for
confusion (unless you understand the abbreviations).
BTW by the way OBO or best offer.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
11. Hoaxes are chain letters telling interesting
(sometimes funny, often scaring) stories of computer
viruses, something for free (even money), new laws
and much more. They all have one thing in common:
they are not true.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
12. Do not use the following as subjects:
[blank]
Hi, Hey, Hello, How are you?
FW: FW: Re: [Old subject line]
Write short and catchy headlines in the Subject to
entice people to read the e-mail.
When no subject is included, some e-mail services
deliver the message to junk mail
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
13. Try to keep your sentences to a maximum of 15-20
words. Email is meant to be a quick medium and
requires a different kind of writing than letters. Also
take care not to send emails that are too long.
By replying to spam or by unsubscribing, you are
confirming that your email address is 'live'. Confirming
this will only generate even more spam. Therefore, just
hit the delete button or use email software to remove
spam automatically. Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
14. CC Carbon Copy / Courtesy Copy
a feature for sending an original message to the
Prime recipient and to other interested parties.
When using CC, all recipients see who is receiving
the message.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
15. Quotes
We see both two level quoting (>>) and one level quoting (>).
The (>>) indicate that the sender is quoting your quote and the (>) is a
quote of part of your message you sent in reply.
Don't get hung up in quoting.
Email Signatures
It is considered good netiquette to keep your signatures
short, usually under 6 lines.
Include a quotation only when relevant.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
17. Why is email etiquette important?
We all interact with the printed word as
though it has a personality and that
personality makes positive and negative
impressions upon us.
Without immediate feedback your
document can easily be misinterpreted
by your reader, so it is crucial that you
follow the basic rules of etiquette to
construct an appropriate tone.
Jayanth Jagadeesh
Asst. Director – Outreach
ISiM - Mysore
