1. 1
GOOD E-MAIL PRACTICE
Santhosh Kumar Narla
Date: 16 May 2014
Version 00

2. 2

3. GOOD E-MAIL PRACTICE
3

4. GOOD E-MAIL PRACTICE
4

5. GOOD E-MAIL PRACTICE
Email = Presenting yourself
5
Concise
Careful
ContextualCourteous
Clear

6. GOOD E-MAIL PRACTICE
6

7. ● Speed
● Inexpensive
● Effective
● Reliable
● Viruses
● Long time
● Spam
● Time consuming
7
GOOD E-MAIL PRACTICE

8. GOOD E-MAIL PRACTICE
Why the E-mail etiquette is important?
&
Why company needs to implement etiquette rules?
8

9. E-MAIL ETIQUETTE INSTRUCTIONS (1)
• Begin your message right at the top of the reply
• Be concise and to the point
• Use diplomatic language
• Be thoughtful and respectful in what you write
• Don’t make demands
• Choose your words carefully
• Avoid talking about other people in an email message
• If your message includes a request, always close with a thank
you to the recipient for considering it
• Take care with abbreviations and emoticons
9

10. E-MAIL ETIQUETTE INSTRUCTIONS (2)
• Don’t expect or demand an immediate response.
• Reread your message before sending it, and rephrase if
necessary
• If you receive a confusing or unclear e-mail message….
- give the writer the benefit of the doubt
- suggest discussing the matter in person
- ask politely for clarification
• Use proper grammar and sentence structure. Spell check
your message! Be sure to use correct punctuation
• Acknowledgement of the e-mails
10

11. ANATOMY OF E-MAIL MESSAGE
Ensure to include the following:
• Addressing the e-mail
• Proper subject line
• Greeting
• Introduction (if necessary)
• Message Body
• Thank you / closing remark
• Signature
11

12. SAMPLE E-MAIL SIGNATURE FILE
Look forward to see you in the month of November
Yours Sincerely,
Jim
Jim Smith
Project Manager
Health Canada
613-123-4567
Jim.Smith@witc.edu
12

13. TIPS ON SAVING E-MAILS FOR
DOCUMENTATION
• Save the entire e-mail with all header / footer information
and all the previous messages in the thread
• Save all associated attachments (unless they are completely
irrelevant to the message)
• Use meaningful file names when saving email
• If available, save your email messages to a central repository
such as X-Drive
13

14. BASIC E-MAIL SECURITY AND PRIVACY
DELIBERATIONS
• Never disclose confidential information: such as passwords -
in response to an email message
• Be conscious of whether your e-mail contains personal
information about someone and protect that person’s right to
privacy
• Unless you are certain about the authenticity of an e-mail,
don’t act on its content as it could contain a virus or be
fraudulent
14

15. GOOD E-MAIL PRACTICE
15

16. GOOD E-MAIL PRACTICE
16

17. AVOID (1)
• Enclosing unnecessary files
• Over use ‘Reply to all’
• Using ‘Urgent’ and ‘Important’ every time
• Long sentence
• Write in Capitals (Upper case letters alone are considered
Shouting. Use upper case only for emphasis)
• Reply to ‘Spam’
• Using emoticons or abbreviations
• Writing an e-mail when the person is rushed
• Sending mails without checking for mistakes
17

18. AVOID (2)
• Seating over the email. Try to respond as quick as possible
• Circulate sensitive mails into office staff.
• Showing violent words in the mails
• Text-message-type (ex. R U 4getting S/thing?)
• Inappropriate E-mail names (ex. iloveponies@webkinz.com)
• Using abusive language
• Using the BOLD and COLOURED fonts frequently
• Negative words those begin with ‘un, non, ex’ or words
ending with ‘less’ (useless, non-existent, undecided).
• Ignoring E-mails (it is Unprofessional & Rude)
18

19. GOOD E-MAIL PRACTICE
19

20. GOOD E-MAIL PRACTICE
Writing a good email is half the battle won when you are
trying to convince, affirm or even finalizing a deal. So,
follow these etiquette and create a positive impression about
your professional self!
20

21. CITATIONS
• http://www.slideshare.net
• http://www.wikihow.com
21