Hi People,
This is Chandana, representing an executive search firm based out of Bangalore. Thought of sharing this info. Here are some points on email etiquette:
1) The font of the mail should be Verdana, and the font size should be 9.5 or 10.
2) The mail should have a Pyramid Structure, i.e., it should contain:
- Situation: What 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 purposes, make the word bold. Avoid using Red color as Red signifies danger, so use it when urgent.
4) For greetings in the 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 the Last name or Full name. We should not use Dear Mr./Ms. followed by the 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
Regards
<Your name>
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 example, The analysis will include planning, organizing, dividing, and assessment. Instead of 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 the 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. However, if we are sending mail to an external party like a client, we should write our company name in the signature to brand our company name in front of others.
This is Chandana, representing an executive search firm based out of Bangalore. Thought of sharing this info. Here are some points on email etiquette:
1) The font of the mail should be Verdana, and the font size should be 9.5 or 10.
2) The mail should have a Pyramid Structure, i.e., it should contain:
- Situation: What 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 purposes, make the word bold. Avoid using Red color as Red signifies danger, so use it when urgent.
4) For greetings in the 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 the Last name or Full name. We should not use Dear Mr./Ms. followed by the 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
Regards
<Your name>
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 example, The analysis will include planning, organizing, dividing, and assessment. Instead of 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 the 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. However, if we are sending mail to an external party like a client, we should write our company name in the signature to brand our company name in front of others.