Gops Started The Discussion:
Dear All,

Email Etiquette for official mails:

The below mentioned points have to be considered while putting official mails.

Here are some points on Email Etiquettes that will definitely help.

1) The font of mail should be Verdana and font size should be 9.5 or 10.

2) The mail should have a Pyramid Structure i.e. it should contain:

* Situation: What's the current situation is?
* Action items: What you expect from the reader of the mail to-do.
* Information: The information you want to give to the reader
* Conclusion: Conclude with a Thank You.

3) For writing use only Black or Blue color. For highlighting purpose make the word bold. Avoid using Red color as Red signifies danger, so use it when urgent.

4) For greetings in mail:

* For Americans: use Hi
* For Europeans: use Hello
* For Asians: use Dear

To be more formal we could use Dear Mr. /Ms. followed by Last name or Full name. We should not use Dear Mr. /Ms. followed by First name alone.

5) We should not put '/' in greetings like Hi X/Y. Instead we should say Hi X and Y.

6) We should not use 'Thanks and Regards'. Instead we should say:

Thank you

7) For requesting something we should not use can, instead we should use could.

8) We should not write 'Please find the attached file' because the reader does not have to find or search for the file in the mail it's already there. So instead we should write 'The file has been attached for your reference'.

9) We should not use sentences like 'As per your mail' because 'per' is used only with units like per Kg etc. Instead we should write 'According to your mail'.

10) We should use parallel structure. Parallelism enables readers to read documents more efficiently. For e.g. The analysis will include planning, organizing, dividing and assessment (Instead assessment we should write Assessing) of turnaround functions.

11) In our mails we often write 'Please revert back'. Instead we should only write 'Please revert'.

12) For the Signature in mail, if we are sending to people in our company only then we should not write our company name in the signature because they already know that we are part of the same company but if we are sending mail to an external party like client etc then we should write our company name in the signature because there we have to brand our company name in front of others.


Posted 21st November 2007 From India, Madras
Dear You have given us very valuable information. Thank you for sharing with us. keep sharing such useful information with us. Thanks once again. Regards, sai prasad
Posted 21st November 2007 From India, Hyderabad
Thanks Gops. I agreed except one point “The font of mail should be Verdana and font size should be 9.5 or 10.” Why not Arial or Times New Roman? Regards, Manoj
Posted 11th September 2008 From India, Madras
Dear All,
Iam new to recruitment field and just joined one company and i have to arrange one teaming activity for my employee and there are 80 employees in the company. Please somebody help me as it is very urgent.

Sudipta Ghosh
Posted 11th September 2008 From India, Lucknow
ya , I do agree with this...Nice info.... Infact long time back I have posted an presentation on the same..... Posting it again..might help the readers of this post......... Regards Shweta
Posted 12th September 2008 From India, Coimbatore
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Hi, Thank u for sharing useful information and keep posting like this Cheers:icon1: Nithya
Posted 12th September 2008 From India, Madurai
Dear Friend, Really it is very informative and very very useful,thanks for sharing the information. with regards manjusha.
Posted 15th September 2008 From India, Hyderabad
Good info.......but most of the time people do the same which you advise not to is out of habit or due to lack of ettiquettes............
Posted 18th March 2009 From India, New Delhi
Thanks goodness someone is posting something on email etiquette. Everyone is so caught up in texting short cuts they tend to do the same thing in emails. I really appreciate this
manay many thanks
Posted 19th March 2009 From Canada, Mississauga
Dear Gops Thx for your last post ! Please elaborate more on Email Ethiques. its open my eye ! I started using your tips before sending mail to anyone. Regards kanhaiya Harbin,China
Posted 26th March 2009 From China, Harbin
I googled "how to write email to an external party" and I got this:
Work Email Tips - Tipskey
Hope that it adds some spice to the information that is already available in this post.
Posted 31st March 2009 From Ireland
IT_HR, Nitin_Daangal and suman84: Thank you for the encouragement! I should have started writing here earlier.
Posted 6th May 2009 From Ireland
hi all,
could anyone pls help me how to post a new thread? i got below msg when i logged in, but don't know how to post. pls help me. tks!

Hi emily-hr, Our records show that you haven't posted in a long time - it would be great to hear what you have to say about the various issues being raised here. Hope to hear from you on the forum soon. Regards, CHR
Posted 26th May 2009 From Vietnam, Hai Duong
Dear Gops,

I am a new joinee for this website just before. At first site, I got a very useful and valuable information from ur post. Please keep posting such common mistakes and its respective corrections, which makes us to improve our Etiquettes.

If possible keep posting very commonly used written and oral communication errors and its corresponding corrective solution.

Ashok Kumar.K
Posted 30th May 2009 From India, Madras
This knowledge good for me and my further time, So please share me this types of informations in the future.
Posted 3rd February 2010 From India, Delhi
Very nice cum informative for all employers which is new in any industry thank’s A lot, UMMED 09098012875
Posted 5th February 2010 From India

One of my friend always use the above format but his boss always feels that his communication is not good,Can some one really help with some valuable suggestions as i really want to help him.

Posted 7th March 2010 From India, Delhi
Hi Gops, I 've corrected my mistakes... Thanks a lot for sharing such useful info. All of us tend to do such mistakes... I guess now we wont...
Posted 8th March 2010 From India
Dear Gops, Thanks for your information. Its really a Good one Now i realize my mistake will follow your guideness Keep posting Gops
Posted 9th March 2010 From India, Delhi
Hi Gops.... Your tips have been very helpful... Could you also let me know what are the fonts that can be used while writing official mails (other than Verdana).
Posted 26th March 2010 From United States, Palo Alto
Hello Gops, Appreciate your work, Need your help in email writing skills,i am working in IBM but my English is very poor.
Posted 27th March 2010 From India, New Delhi
Hii, Its really nice, i have analysed my lot of mistakes with this posting. Thanks a ton. Rgds Jyoti
Posted 27th March 2010 From India, New Delhi
thanks friend i have reach in another level of professionalism. superbbbbbbb thanks regards, sachin jaiswal
Posted 29th March 2010 From India, Mumbai
Hello This information has been really helpful. Little things that go unnoticed have been pointed here. Thank You
Posted 27th June 2010 From India, Delhi
Very userful information. I further circulated to all my colleagues in the office. Thank you. Regards, Sriganesh
Posted 1st September 2010 From India, Mumbai
thanks a lot for the thoughtful post..i was committing some of the mistakes mentioned above.. Regards Amrita
Posted 1st September 2010 From India
Dear Gops, A useful refresher. V.Raghunathan................................................ Navi Mumbai
Posted 23rd December 2012 From India
Thanks Gops for your valuable information.As per me ,we can use "Thanks and regards",when we expecting a reply from the same person.(Only T should be in caps and remaining "a" and "r" should be in small letter).If we are not expecting a reply,then we can use only "Regards".Thanks and regards Shinil
Posted 18th March 2015 From India, Thrissur
Very helpful!! Thanks for sharing & pls share few more like this..Regards, Anamika
Posted 27th March 2015 From India, Bangalore
Dear Friend, Really it is very informative and useful. Please elaborate more on this. Regards Vijaya Chunduri
Posted 16th December 2015 From India, Hyderabad


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