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Email Writing Etiquettes

Why are email etiquettes important


Your email can make or break a contract, a job, an order or a business relationship.
Learning correct emailing etiquettes will help you make effective and successful
businesses.
Professionalism: by using proper email language
your company will convey a professional image.
Efficiency: emails that get to the point are much
more effective than poorly worded emails.
Protection from liability: employee awareness of
email risks will protect your company from costly
lawsuits.

Email etiquette is the electronic


dress code which :
1.

Defines not only what you


write, but How you write?

2.

Help convey your intent to the


user clearly and concisely?

3.

Helps create a positive


impression about you and
your organization.

They also earn:

1.

Admiration of your colleagues for your flawless email writing skills.

2.

Help overcome feeling of nervousness while writing an important email

3.

Help overcome feeling of nervousness while responding to a flaming email from a


client

Introduction to basics of email etiquettes

Basics of email
1.

The sender needs to focus on the main purpose of the email.

2.

Use caps when appropriate.

3.

Format your email for plain text rather than HTML.

4.

Use a font that has a professional or neutral look, like


- Font type : Arial, Times New Roman, Open Sans.
- Font size : 10-12
Elements of emails include:

- Sender
- Receiver
- Subject
- Greeting
- Body
- Closing

Always remember.

A mail must have a structure.

It must have a tone more formal and conversational.

Salutations for each new subject email is a must.

Subject lines must be relevant.

Avoid punctuation, spelling, and grammatical errors.

Emails must be kept brief (one screen length).

Replying emails within 24- 48 hours you receive them.

Elements of email

Sender
The sender is the originator of the message.
To:

The email address(es) of the message's recipient(s) is written here.

Formal like: (amit.rane@careerfolio.net or abhijit@careerfolio.net)


And not informal like ( ashwini.sweetu@gmail.com)

Sender can use CC or BCC options to indicate primary recipients or secondary


Recipients.
To: Primary recipients
Cc:
-Stands for "carbon copy." Secondary recipients
- Anyone listed in the Cc: field of a message will receive a copy of that message
when you send it.
- All other recipients of that message will be able to see that the person you
designated as Cc: recipient has received a copy of the message.
Bcc: - Stands for blind carbon copy.- Tertiary recipients.
- Allows the sender of a message to conceal the person entered
in the Bcc: field from the other recipients.
- Generally its used when sending to a large distribution list,
so recipients won't have to see a huge list of names

Important Points:
1.

Be cautious with your use of CC,overuse simply clutters inboxes. Copy only people
who are directly involved.

2.

Don't use BCC to keep others from seeing who you copied, it shows confidence when
you directly CC anyone receiving a copy.

3.

If you are sending the same email to a large number of recipients, sending the email
using BCC is the most considerate way of directing the email and to keep each email
private
In other words the purpose of BCC field is to respect contacts privacy.

4.

You must use blind copy and courtesy copy appropriately.

The person for whom the sender intends a message.


The receiver is responsible for listening to,understanding,
and responding to the message.
He/She is also referred as an addressee.

Recipient

Addressee: One to whom something is addressed.

The subject Line must be short, clear and well thought out. Helps to ensure your email gets opened.
Example:
Career openings in TLT Or

Subject

Kaustubh has sent you an invitation via Linked-in

If you try to stand out in the inbox, by using splashy or cheesy phrases,
will invariably result in your email being ignored.

Keeping your subject to 5-7 words that accurately identify the topic
and context of your email is imperative.

Feel free to modify the subject field in ongoing conversations to reflect


when the direction or topic of the conversation has changed.

Greetings
Without a greeting at the beginning of your email you risk being viewed as bossy or terse.

Include a Hello, or Hi and the recipients name.


Anwit, Mr. Anwit, etc. is indicative of the level of formality your email will portray.
Use can use the following greetings:

Dear Mr./Mrs./Miss/Ms More


Dear Sir/Sirs
Dear Madam
Gentlemen
Dear Professor Mahajan,
Hello Ms. Carroll,
Hi Priyanka,
To whom it may concern,
Dear members of the selection committee,
Hello everyone
Hello Team

Body
Character Spacing
Try to keep your line length at 80 characters or
less if your message is likely to be forwarded,
keep it to 60 characters or less
l Set your email preferences to automatically
wrap outgoing plain text messages
General Format: Lists and Bullets
When you are writing directions or want to
emphasize important points, number your
directions or bullet your main points.

The email must be written in well-structured


paragraphs.
Taking the time to communicate with clarity is time
well spent.
Complete, correctly structured sentences that reflect
proper grammar and punctuation are crucial to your
message.
Typing in all lower case or all caps does not lend to
easy communications and gives the impression you
are either lazy or illiterate.
Review and spell-check every message before
clicking Send.
Incase the content of the letter is too long, bullet
points can be used to address the same.
Read your e-mail out loud to ensure you are relaying
the intended tone.

General Format: Tone


Write in a positive tone
When you complete the report. instead of If you complete the report.
Avoid negative words that begin with un, non, ex or that end with less
(useless, non-existent, ex-employee, undecided).
Use smiles , winks ;), and other graphical symbols only when appropriate.
Use contractions to add a friendly tone.
(dont, wont, cant).

Signature
Whether it be Thank you for your time!, Sincerely, Look forward to hearing from you! or Warm
regards, use what is consistent with the tone and objective of your message.

By not having a proper closing you increase the possibility that your email will be perceived as demanding or curt.
Without exception close by including your name to put that final considerate touch to your emails.
Use of proper email signatures is advised at the end. Example:

ABHIJIT KALE
Director
abhijitecareerfolio.net
Phone: +91-2025560640,Cell: +919860335558
Skype :abhejit
www.careerfolio.net

Netiquette
Email etiquette, broadly
referred to as netiquette,
defines the rules of email
communication.

Should you reply to all?


It is frustrating to receive emails from group members who
simply say Yes, I can come or No when you do not need
to receive them.

Stop being lazy.


Take the small amount of time to address your email to the
specific people your email is intended for.
Control emotional emails.

Do not forward to all.

Do not send an email when you


are angry.

Subscribers often receive an email then forward it to


everyone in their address book.

You could say things you later


regret and the receiver of your
little outburst will have a record
that could be used against you.

The result is a daily cleanup of forwarded emails containing


stories, quotes, and etc.

Provide the right amount of


information.

Make it easy for people to know what you talk about by


ensuring their message you reply to is attached.

People waste too much time


browsing their inbox the way it is
without having to read long
messages.

Avoid unknown abbreviations.

Save the message thread.

AFAIK 404 but Ill POAHF because I TILII.


It means: As far as I know I have no clue, but Ill put on a
happy face because I tell it like it is.
Good email etiquette avoids unknown abbreviations

The Smart 15
1.

Be concise. Longer messages are difficult to read, and most people will put them aside.

2.

Avoid sarcasm and too much humour. It can come across as rude or abrupt because the recipient
can't gauge your body language.

3.

Use a descriptive subject line that's no more than four to five words. Avoid important and urgent.

4.

Don't send an email when emotional or angry. Sit on it for 24 hours.

5.

Avoid emoticons or textese. This should be reserved for personal email.

6.

Remember, email is not private. Don't put anything in email that you wouldn't "want the whole
world to know about."

7.

Think twice before hitting reply all. Ask yourself, "Do all these other people really need to hear my
reply?" If not, reply only to the original writer.

8.

Don't send a thank-you email in reply to a thank-you email. "What I find is people are thanking
someone for a thank you, and it just doesn't make sense."

9.

Proofread, proofread, proofread. Check for spelling, typos and word usage.

10.

Respond within 24 hours. If you require more time, let the sender know you're reviewing the email
and when you'll get back to that person.

11.

Never use all caps or all lowercase.

12.

Start with hi, hello, good afternoon or good morning. Avoid dear; it's too formal.

13.

The proper closing would be thanks or regards. Sign your full name when emailing clients; your first
name is fine with colleagues. After multiple email exchanges initials are fine.

14.

The ideal font is Arial.

15.

The ideal font size is 12.

When your message is long


Provide a table of contents on the first screen of
your email.
If you require a response from the reader then
be sure to request that response in the first
paragraph of your email.
Create headings for each major section.
Elevator Summary and Table of Contents
This email contains
A. Budget projections for the last quarter
B. Actual performance for the last quarter
C. Adjustment proposal
D. Projected profitability

General Tips for Electronic Mailing Lists


Avoid discussing private concerns and
issues.
It is okay to address someone directly on
the list. Ex, Hi Leslie, regarding your
question
Change the subject heading to match the
content of your message.
When conflict arises on the list speak in
person with the one with whom you are in
conflict.

Delivering Information About Meetings, Orientations,


Processes
Include an elevator summary and table of contents with
headings.
Provide as much information as possible.
Offer the reader an opportunity to receive the information via
mail if the email is too confusing.

E-mailing Tools

Adding Read Receipts


A lot of people consider Read Receipt Confirmation a universal tool.
It helps to resolve queries like:
1. Did they open it?,

2. Are they interested in what I wrote?,


3. Should I follow up with them yet?
How to use it:
Step1. When you are composing a new email, click the 'More Options' icon:

Step2. Click 'Request Read Receipt':

Step3. 'Send' your message.


Step4. When the recipient of an email with 'Read
Receipt Request' closes the message or
navigates away from it, they will be prompted to
send a receipt:

Step4. Once the email is been read by the recipient and confirmed, the confirmation mail
will be displayed to you (sender) as:

Mail Merge in Gmail

Gmail Merge
Gmail merge is a software function that helps sending a letter/ document to many "recipients
with small changes, such as a change of address or a change in the greeting line.

Common usages:
1.

A common usage is for creating "personalized" letters, where a template is created, with a
field for "Given Name", for example.

2.

The template letter says "Dear <Given Name>", and when executed, the mail merge
creates a letter for each record in the database.

3.

Another common usage is for creating address labels from a customer relationship
management database.

4.

Also for mass emails with pertinent information in them, perhaps a username and
password.

Using mail merge in Gmail:


Step 1:
Create a draft of your message
Open Gmail and compose a draft of your message.

Step 2:
Replace the recipients name with a variable
If you are sending the email to Tom, replace his
name with the variable $%First Name%.
The variable enables the script to pull data from
a spreadsheet of hundreds of names and emails
and customize each message.

Step 3:
Copy this email spreadsheet into Google Docs
Click the link and then click yes, make a copy.
This will copy the spreadsheet template and
associated script into goggle docs.

Step 4
Copy your mailing list into the spreadsheet
There are lots of ways you could copy your mailing list into the spreadsheet. This is one of them.
Open the spreadsheet you just copied. Notice that there is a column for First Name and a
column for Email Address.
In Gmail, click on the Gmail link with a little red arrow in the upper left corner and selectContacts.
In Contacts, select the users you would like to mail.

Step 4
Copy the two columns into the mail merge spreadsheet in Google Docs

Step 5
Open the list in Excel (or google
spreadsheets) and delete all
columns except the first
name and email address.

Step 6
Start the Mass Mailing
In Google Docs, go to the Mail Merge menu and select Start Mail Merge.
Grant it authorization.
Observe that it still has not sent the mailing.
All this did was grant the authorization.
You have to click the button again for it to work.
Click on Start Mail Merge again to open the mailing options.
Step 7
Select your email template
From the drop down menu, select the draft you
composed in Gmail.
Write in your name
The form asks you to Please write the senders
full name.
This will appear as the name next to your email
address in the email header.
Step 8
Start the mailing

Click Start Mail Merge and the spreadsheet will print a confirmation after each email sends.

Note:
Gmail caps the number of emails you can send in a day to 500

Incorporating HTML templates in


Gmail

Step 1
Navigate to the Gmail website and log in to your account.
Step 2
Click the gear icon at the top right corner of the screen and then click "Settings" from the dropdown list. Click the "Labs" tab from the "Settings" screen.Scroll down to "Canned
Responses, Inserting Images, Signature Tweaksand click the radio button next to
"Enable.

Step 3
Click "Save Changes" at the bottom of the page. After this Gmail will reload in
order for the changes to take effect.
Step 4
Click "Compose" at the top left side of the screen.
Click the "Canned responses" link and then click "New canned response..."
from the drop-down list.
Type a name for the new template and click "Ok."

Step 5
Enter the text you want to use for the email template along with your preferred formatting.
Leave the "To" and "Subject" fields empty as these are not saved along with the template.

Step 6:
Now discard this message.
Compose Mail-> Canned responses -> Insert>Signature
(the name you gave for canned response created in last step)

The canned response is as shown below. Now whenever we need to compose a


mail, just follow
step 6. The HTML template is incorporated.

Thank you...

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