Dear All,
Email Etiquette for official mails:
The below-mentioned points have to be considered while writing official emails.
Here are some points on Email Etiquette that will definitely help:
1) The font of the email should be Verdana, and the font size should be 9.5 or 10.
2) The email should have a Pyramid Structure, i.e., it should contain:
* Situation: What is the current situation?
* Action items: What you expect from the reader of the email 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 purposes, make the word bold. Avoid using Red color as it signifies danger, so use it only when urgent.
4) For greetings in emails:
* For Americans: use Hi.
* For Europeans: use Hello.
* For Asians: use Dear.
To be more formal, we could use Dear Mr./Ms. followed by the Last name or Full name. We should not use Dear Mr./Ms. followed by the First name alone.
5) We should not use '/' in greetings like Hi X/Y. Instead, we should say Hi X and Y.
6) Instead of writing 'Thanks and Regards', we should say:
Thank you
Regards
7) For requesting something, we should use could instead of can.
8) Instead of writing 'Please find the attached file' because the reader does not have to find or search for the file in the email as 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 email' because 'per' is used only with units like per kg, etc. Instead, we should write 'According to your email'.
10) We should use parallel structure. Parallelism enables readers to read documents more efficiently. For example, The analysis will include planning, organizing, dividing, and assessing (instead of assessment, we should write Assessing) of turnaround functions.
11) In our emails, we often write 'Please revert back'. Instead, we should only write 'Please revert'.
12) For the Signature in an email, 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 an email to an external party like a client, etc., then we should write our company name in the signature to brand our company name in front of others.
Regards,
Gops
Email Etiquette for official mails:
The below-mentioned points have to be considered while writing official emails.
Here are some points on Email Etiquette that will definitely help:
1) The font of the email should be Verdana, and the font size should be 9.5 or 10.
2) The email should have a Pyramid Structure, i.e., it should contain:
* Situation: What is the current situation?
* Action items: What you expect from the reader of the email 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 purposes, make the word bold. Avoid using Red color as it signifies danger, so use it only when urgent.
4) For greetings in emails:
* For Americans: use Hi.
* For Europeans: use Hello.
* For Asians: use Dear.
To be more formal, we could use Dear Mr./Ms. followed by the Last name or Full name. We should not use Dear Mr./Ms. followed by the First name alone.
5) We should not use '/' in greetings like Hi X/Y. Instead, we should say Hi X and Y.
6) Instead of writing 'Thanks and Regards', we should say:
Thank you
Regards
7) For requesting something, we should use could instead of can.
8) Instead of writing 'Please find the attached file' because the reader does not have to find or search for the file in the email as 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 email' because 'per' is used only with units like per kg, etc. Instead, we should write 'According to your email'.
10) We should use parallel structure. Parallelism enables readers to read documents more efficiently. For example, The analysis will include planning, organizing, dividing, and assessing (instead of assessment, we should write Assessing) of turnaround functions.
11) In our emails, we often write 'Please revert back'. Instead, we should only write 'Please revert'.
12) For the Signature in an email, 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 an email to an external party like a client, etc., then we should write our company name in the signature to brand our company name in front of others.
Regards,
Gops