1. E-Mails Etiquette
Sonali Ghosh(HR)
HCL Infotech
E-Mails Etiquette
Jagrati Asija

2. Contents
• E-Mail Etiquette Need
• Essentials of an E-Mail
• Basic Rule of Email communications
• Important Guidelines

4. E-Mail Etiquette Need
It Needs to implement etiquette rules for the following three
reasons
• Professionalism
• Efficiency
• Protection from liability

5. Essentials of an EMAIL

6. Essentials of an EMAIL
• Addressing (To, CC / BCC )
• Salutation ( Greeting)
• Message Text
• Subject line
• Signature
• Attachments

7. Addressing
• It’s the address of the recipient.
• You should always make sure you e-mail the
right people, in the right way.
• To, Cc and Bcc fields allow you to indicate
how your message should be read by the
people that receive it.

8. To- People required to take action.
Cc- Kept informed of the content, but no actions
required from them.
Bcc- Receive the message without any of the
other recipients knowing. Also used for larger
mailings (over 50).

9. Salutation ( Greeting)
• Always open your email with a greeting.
• For formal or business e-mails, use the surname,
not the first name:
 Dear Mrs. Sharma
 Dear Sir.
• If you’re contacting a company, not an
individual, you may write
 To Whom It May Concern:
 Gentlemen

10. Message Text

11. Message Text
• Keep the message focused
• Keep it short
• Use paragraphs
• Break into paragraphs
• Avoid fancy typefaces
• Use standard professional English with
Capitalization and correct spelling

12. Subject Line
• Subject line Should be meaningful.
• It Should give your reader an idea of the
content of the email.
• It Should be appropriate, because anyone can
look at the subject, even if the recipient
chooses not to open the message.
• When changing the subject, start a new
message.

13. Identify yourself
Keep it short
Ensure a quote or tagline
is appropriate for everyone
to see

14. Attachments
• When you are sending attachments, include in
the email -the filename, and what it contains
Attached: “Project3Proposal.doc” with my
proposal.
• Consider sending files in rich text format (rtf)
or portable document format (pdf) to ensure
compatibility
• Attachments often carry viruses

15. Example-

16. Basic Rule of Email communications
• Remember that direct language can sound
harsher in emails.
• Use proper written, not spoken language.
• Be thoughtful and respectful in what you write.
• Choose your words carefully.

17. Basic Rule of Email communications
• Assume everything you write is a public document.
• Avoid talking about other people in an email
message.
• Use proper grammar and sentence structure.
• If your message includes a request, always close with
a thank you to the recipient for considering it.
• Do not expect or demand an immediate response.
.

19. Important Guidelines
Use proper structure and layout
Read the email before you send it
Do not use abbreviations or
acronyms such as PLZ
Try to keep the email brief (one
screen length)
Use a professional font, not
decorative

20. Important Guidelines
• Always check for confidential
Information before forwarding.
• Don’t use jokes, emotions, or
emoticons.
• Do not send inflammatory or
emotionally charged comments via
e-mail.
• Avoid exclamation points, question
marks, bold, italics, underlines, or
multi-colored font.

21. Read to ensure the correct word is used
Always use spell check to Avoid embarrassing
mistake.
Don’t use profanity or offensive language. It is
considered very rude to use CAPITAL LETTERS.