Your Guide to Email Etiquette
State the purpose of your email -- it is a good practice to have a subject line that explains what follows and how high on the priority list it should be. This information has to be in two places:
i. The subject box, which is part of the compose email form. Here, state the reason for your mail. If you are writing it to apply for leave, you could say 'Leave application'.
ii. Subject line in the main email body; just as you would in any formal business letter. Here, you could say:
Sub: Leave application, April 1-April 15 2006
Greet Me Right
Address people you don't know as Mr, Mrs, Ms or Dr. Address someone by first name only if you are on a first-name basis with each other; it is okay, under these circumstances, to use first names on a formal business missive.
If you do not know the name of the person, or whether it is a man or a woman, it is best to address the person concerned as: Dear Sir / Madam, Whomsoever it may concern, The Manager; etc.
And Your Point Is?
Get to the point. Verbosity and extreme terseness are two ends of a spectrum; you should try for the middle -- state your point without sounding rudely brief or chatty.
Remember to state your point and what you expect from the reader of your email in clear terms. There should also be a clear structure -- an introduction, body, and conclusion.
To Use or Not to Use...
Never use 'sms-ese' or informal abbreviations in your email. 'U' instead of 'you', '2' instead of 'to' or 'too', 'plz' instead of 'please', 'thanx' instead of 'thanks' and '4' instead of 'for' are a strict no-no.
While they are all right for personal email, they show a level of informality not encouraged in formal business communication. Frequently used abbreviations you may use include FYI (for your information), Pvt., Ltd., Co., etc., OK.
The Magic of Spells
Though using a spell check is a must, don't rely on it completely. The most common areas of errors and confusion are -- two, too, and to.
For example:
Wrong: I would like two order too other books two.
Correct: I would like to order two other books, too.
A hit or miss effort with spellings does not help -- use a dictionary
Write Right
Good grammar is very important. A correctly framed sentence, with proper punctuation in place, is what you should aim at. Be very careful with commas, especially, as they change the meaning of a sentence.
A good example would be:
Wrong: All foreign tea, tree, oils are free from duty.
Correct: All foreign tea tree oils are free from duty.
Use action words and 'I' statements -- they evoke a sense of reassurance in the reader. For example:
On receipt of your earlier mail, I/ we have already set things in motion and I/ we assure you that you will receive your order on time.
I was responsible for the day-to-day working and administration of the office; planning, scheduling, and achieving targets were my areas of contribution.
Mind Your P's and Q's
Though a friendly tone is encouraged, basic corporate etiquette rules do apply. So, maintain a well-mannered, friendly polite stance.
Gender-neutral language is politically correct -- couch your email accordingly. This essentially means you should not assume a person's gender on the basis of the designation. Keep the email neutral.
Attachment Breeds Detachment
With worms, viruses, and spam, nobody wants to open attachments anymore, not even if the email is from one's own mother. If you do need to send an attachment, confirm this with the recipient first.
Like an Arrow Shot from a Bow
An email is like the spoken word -- once sent, you can't recall it. By the time you press the recall button, chances are it has already reached and, with it, your recall message. This compounds the embarrassment. So, think before you dash off something.
The KISS Rules
Keep It Short and Simple. Use simple sentences, words that don't need a dictionary. Use universal formats -- not all systems support HTML rich style, or tables and tabs. You could lose much by way of appearances if your recipient's system can't support all that fancy formatting you spent hours working on.
Smile Please
Smileys and other emoticons are a way to add 'body language' to email. When used appropriately and sparingly, smileys do bring a touch of personalization to otherwise impersonal mail. Of course, due care with regards to the appropriateness of the communication must be taken.
You would not use emoticons in job application covering letters, while delivering bad news (delay in order, loss of job, etc). Use discretion.
Emoticons are generally used to add comfort to the communication or soften the blow. The most common smiley faces are probably these:
:-) OR :) Just a smile / can be used for greeting or making a point gently.
:-( OR :([COLOR=#2f2f2f][FONT=Arial] To show mild displeasure or that something is not going the
From India, Bangalore
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6State the purpose of your email -- it is a good practice to have a subject line that explains what follows and how high on the priority list it should be. This information has to be in two places:
i. The subject box, which is part of the compose email form. Here, state the reason for your mail. If you are writing it to apply for leave, you could say 'Leave application'.
ii. Subject line in the main email body; just as you would in any formal business letter. Here, you could say:
Sub: Leave application, April 1-April 15 2006
Greet Me Right
Address people you don't know as Mr, Mrs, Ms or Dr. Address someone by first name only if you are on a first-name basis with each other; it is okay, under these circumstances, to use first names on a formal business missive.
If you do not know the name of the person, or whether it is a man or a woman, it is best to address the person concerned as: Dear Sir / Madam, Whomsoever it may concern, The Manager; etc.
And Your Point Is?
Get to the point. Verbosity and extreme terseness are two ends of a spectrum; you should try for the middle -- state your point without sounding rudely brief or chatty.
Remember to state your point and what you expect from the reader of your email in clear terms. There should also be a clear structure -- an introduction, body, and conclusion.
To Use or Not to Use...
Never use 'sms-ese' or informal abbreviations in your email. 'U' instead of 'you', '2' instead of 'to' or 'too', 'plz' instead of 'please', 'thanx' instead of 'thanks' and '4' instead of 'for' are a strict no-no.
While they are all right for personal email, they show a level of informality not encouraged in formal business communication. Frequently used abbreviations you may use include FYI (for your information), Pvt., Ltd., Co., etc., OK.
The Magic of Spells
Though using a spell check is a must, don't rely on it completely. The most common areas of errors and confusion are -- two, too, and to.
For example:
Wrong: I would like two order too other books two.
Correct: I would like to order two other books, too.
A hit or miss effort with spellings does not help -- use a dictionary
Write Right
Good grammar is very important. A correctly framed sentence, with proper punctuation in place, is what you should aim at. Be very careful with commas, especially, as they change the meaning of a sentence.
A good example would be:
Wrong: All foreign tea, tree, oils are free from duty.
Correct: All foreign tea tree oils are free from duty.
Use action words and 'I' statements -- they evoke a sense of reassurance in the reader. For example:
On receipt of your earlier mail, I/ we have already set things in motion and I/ we assure you that you will receive your order on time.
I was responsible for the day-to-day working and administration of the office; planning, scheduling, and achieving targets were my areas of contribution.
Mind Your P's and Q's
Though a friendly tone is encouraged, basic corporate etiquette rules do apply. So, maintain a well-mannered, friendly polite stance.
Gender-neutral language is politically correct -- couch your email accordingly. This essentially means you should not assume a person's gender on the basis of the designation. Keep the email neutral.
Attachment Breeds Detachment
With worms, viruses, and spam, nobody wants to open attachments anymore, not even if the email is from one's own mother. If you do need to send an attachment, confirm this with the recipient first.
Like an Arrow Shot from a Bow
An email is like the spoken word -- once sent, you can't recall it. By the time you press the recall button, chances are it has already reached and, with it, your recall message. This compounds the embarrassment. So, think before you dash off something.
The KISS Rules
Keep It Short and Simple. Use simple sentences, words that don't need a dictionary. Use universal formats -- not all systems support HTML rich style, or tables and tabs. You could lose much by way of appearances if your recipient's system can't support all that fancy formatting you spent hours working on.
Smile Please
Smileys and other emoticons are a way to add 'body language' to email. When used appropriately and sparingly, smileys do bring a touch of personalization to otherwise impersonal mail. Of course, due care with regards to the appropriateness of the communication must be taken.
You would not use emoticons in job application covering letters, while delivering bad news (delay in order, loss of job, etc). Use discretion.
Emoticons are generally used to add comfort to the communication or soften the blow. The most common smiley faces are probably these:
:-) OR :) Just a smile / can be used for greeting or making a point gently.
:-( OR :([COLOR=#2f2f2f][FONT=Arial] To show mild displeasure or that something is not going the
From India, Bangalore
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10 Commandments - for effective eMail Communication.p ps