Why Mastering Email Etiquette is Crucial for Professional Success and Avoiding Missteps

Hai,

Why do you need email etiquette?

- Professionalism
- Efficiency
- Protection from liability

What are the etiquette rules?

- Be precise and to the point
- Answer all questions, and pre-empt further questions
- Use proper spelling, grammar & punctuation
- Address the recipient always
- Use templates for frequently used responses
- Answer swiftly

Dos:

- Use proper structure & layout
- Add disclaimers to your emails
- Read the email before you send it
- Use the bcc: field or do a mail merge for mailings
- Be careful with formatting
- Take care with abbreviations and emoticons

Don'ts:

- Do not overuse Reply to All
- Do not attach unnecessary files
- Do not overuse the high priority option
- Do not write in CAPITALS
- Don't leave out the message thread
- Do not forward chain letters
- Do not request delivery and read receipts
- Do not ask to recall a message
- Do not copy a message or attachment without permission
- Do not use email to discuss confidential information
- Do not send emails without a meaningful subject

Golden Rules:

- Use active instead of passive
- Avoid using URGENT and IMPORTANT
- Avoid long sentences
- Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
- Don't forward virus hoaxes and chain letters
- Keep your language gender neutral
- Don't reply to spam
- Always use spell-check
- Use cc: field sparingly
- Address "To" to the person who needs to reply, rest can be CC. Minimize debating on mails, and if necessary call for a meeting
- In case you can't reply to mail on time, let the person know the reason for such delay
- Be polite and not authoritative/commanding.
- Respond to escalations/priority emails
- Subject should be easy to understand and appropriate
- Never write emails in fit of anger or when you are not mentally/emotionally balanced

Out of Office:

Microsoft Exchange has the ability to automatically reply to e-mail sent to you when you are out of the office. You can either use the default reply, or customize the message to say whatever is appropriate

Out of Office Sample Template:

Hello,

Thank you for your e-mail, I am currently out of office and do not have access to my Inbox. All mails will be actioned on my return.

My working Days/Timings are:-
Monday to Friday – 9:30 IST to 18:30 IST.

- For any Product related queries please mail to [Login to view].
- For any escalations require immediate attention please mail to: [Login to view]
- For any urgent queries please feel free to contact me on +91-9849XXXXXX.

Thanks & Regards,
Your Name,
Department name,
Company Name.

Email etiquette is crucial in professional communication to maintain professionalism, ensure efficiency, and protect from potential liabilities. By following etiquette rules such as being precise, using proper grammar, and addressing recipients appropriately, one can enhance the effectiveness of email communication. Dos include using proper structure, adding disclaimers, and checking emails before sending. On the other hand, Don'ts involve avoiding overuse of certain features like Reply to All and high priority options. Additionally, adhering to golden rules like keeping language gender-neutral and avoiding offensive remarks is essential. When setting an Out of Office message, providing clear information on availability and alternative contacts is key to managing expectations effectively.