E-mail etiquettes

Why do we need e-mail etiquette?

Proper email language will help you to project a professional image towards your internal and external customers.
E-mail that get to the point are much more effective than poorly composed emails.
Awareness of email risks will protect you from costly lawsuits.

Common e-mail tips:

Be very specific to use of bold, italic & underline font.
Line Spacing & Paragraph should be visually appealing & legitimate.
Give reply always with original message.
If multiple questions are asked in a single mail, reply just under the question & try to differentiate with color.
Always mention course of action when you are forwarding mail.
Use follow-up flags.
Never use email to discuss confidential information.
Do not give reply in mail when you are angry, you may regret it later but one the message sent you will not be able to recover it

Good and Bad e-mail example

Bad e-mail:

Sub: Meeting

Dear XYZ,

We have a meeting scheduled in next month, let me inform if you have any query.

Regards:

Anurag

Good e-mail:

Sub: Reminder of 11am meeting schedule 20.07.2020 on Project Progress.

Dear XYZ,

I just wanted to remind you about the meeting we have scheduled for Next Month, 20.07.2020, at 11 am. It’s being held in project office conference room and we will be review the project progress.If you have any query, feel free to contact us.

Regards:

Anurag

-This mail does not have clarity on subject, venue, topic of meeting, timing etc.

-This could be a friendly mail but not professional.

-This email having good clarity on subject line, venue & topic of meeting.

-This is totally professional email.

Dos and Don'ts:

DOs:

Do reply instantly to emails.
Be polite & make your point quickly but not diffusive.
We selective when you are sending replies to all.
You can use “blind carbon copy (bcc)” to avoid publishing recipients name to all.
Use e-mail signature.
Tell your friends & colleagues not to send non-work related mail to your official mail id.

Don’ts:

Don’t use your official mail id to social media or to make personal profile on any website e.g. irctc, banking sites etc.
Never reply on chain letters in email.
If you are writing in capital letters it means you are SHOUTING on recipient.
If you are in bcc then no need to reply.
Don’t send unsolicited email to anyone.
Don’t use threatening language in mails.