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Essentials of Email Étiquettes

Essentials of Email Étiquettes. Email. Electronic Mail Email has quickly become a communication standard and the Internet’s most popular application. What makes email different?. “On the Internet, nobody knows you’re a dog.”. Purpose.

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Essentials of Email Étiquettes

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  1. Essentials of Email Étiquettes

  2. Email • Electronic Mail • Email has quickly become a communication standard and the Internet’s most popular application. Essentials of Email Etiquettes

  3. What makes email different? “On the Internet, nobody knows you’re a dog.” Essentials of Email Etiquettes

  4. Essentials of Email Etiquettes

  5. Purpose • Before you type anything into a new message, you should have answers for two questions: • Why am I writing this? • What exactly do I want the result of this message to be? Essentials of Email Etiquettes

  6. Subject Line • Do NOT write “Hi”, “Hello”, “From Champak”, “Happy New Year to You, My Dear Friend Chanchi” etc. • Be sure to complete the subject line of the email to indicate content • Mention the purpose or the content title clearly • “MPR from Oct 2013 from Paldi Branch” * MPR = Monthly Progressive Report Essentials of Email Etiquettes

  7. The Recipient/s • TO • For the people you are DIRECTLY addressing • CC • For the people you are INDIRECTLY addressing (for their information only) • BCC • The recipeints can NOT see everyone the email has been sent to • BCCs within an organization can create distrust Essentials of Email Etiquettes

  8. Greeting • Dear Sir/s, • My Dear Sir, • Only My Dear Sir, • Respected Sir, • Sir, • Dear Madam/Ma’m/Mesdames, • Dear Sir/Madam, Essentials of Email Etiquettes

  9. Closing • Match greeting in tone • Formal: Sincerely, Best regards, Cordially • Informal: Thanks; All the best, Talk to you later • Use a sign line (signature) that gives your name, title, and contact information • Omit a P. S. (Post Script) (if the email is longer than a screen,a postscript could be missed) Essentials of Email Etiquettes

  10. Tips • Keep emote icons to a minimum; i.e.., :) • Use spell checking. Most e-mail software packages have spell checking and it can be set to check each message before sending Essentials of Email Etiquettes

  11. Tips • Zip attached files. Three reasons for this: • Reduces file size • If multiple attached files, makes easier to unpack • The process will be faster Essentials of Email Etiquettes

  12. Tips • Typing in all capitals in electronic communications means - Nothing special--typing in all caps is normal. - You are shouting. - It’s OK to forward this message to others. - This message is very important. Essentials of Email Etiquettes

  13. Tips • Also, do not capitalize (i.e., ALL UPPERCASE) unless you really mean it • “CALL ME!” is interpreted differently than “call me.” • CAPITAL WRITING is considered LOUD and RUDE Essentials of Email Etiquettes

  14. Tips • Even if you do NOT have time to “fully” respond to an email, be sure to let the sender know you have received it • Acknowledge it Essentials of Email Etiquettes

  15. Tips • Also, do not capitalize (i.e., ALL UPPERCASE) unless you really mean it • “CALL ME!” is interpreted differently than “call me.” • CAPITAL WRITING is considered LOUD and RUDE Essentials of Email Etiquettes

  16. Tips • Be Concise and to the point. • Answer all Questions. • Use proper spelling, grammar & punctuation. • Answer swiftly. • Do not attach unnecessary files. • Use active instead of passive. Essentials of Email Etiquettes

  17. Tips • Use proper structure & layout. • Do not leave out the message thread. • Read the email before sending it. • Do not overuse Reply to All. • Take care with abbreviations and emotions. • Avoid using URGENT and IMPORTANT. • Avoid long sentences. Essentials of Email Etiquettes

  18. Tips • Don't use e-mail as an excuse to avoid personal contact. • Abbreviations (Abbr.) or Acronyms (asap) are okey if the receiver knows them • Summarize long discussions. Essentials of Email Etiquettes

  19. Tip: Leave address blank • If you’re furious and must answer an email right away, leave the address line blank. • If you hit Send before you’ve had a chance to cool down, the email won’t go through. Essentials of Email Etiquettes

  20. Why netiquette? • The electronic equivalent of a set of fussy rules that tell you … which fork to use with the salad course? • Netiquette does not consist of a set of rigid rules. • It encourages you to adopt a certain attitude of thoughtfulness. • - Gregg Reference Manual, 10th ed. Essentials of Email Etiquettes

  21. Vaseem G Qureshi M.A.(Eng), M.Ed., M.Phil.(Eng), Ph.D. (Cotd) Assistant Professorin English, Vishwakarma Govt Engineering College, Chandkheda, Ahmedabad. Thank You Very Much From

  22. vaseem_qureshi@yahoo.co.in and www.vaseemqureshi.wordpress.com WriteYour Feedback And Suggestions

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