11lesson 15- Email Etiquette v2 (1)
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Transcript of 11lesson 15- Email Etiquette v2 (1)
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EMAIL ETIQUETTE
In the Business World
By
Mokshda Bhushan
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WHY EMAILS?
More and more business done over email
To eliminate (or greatly reduce) the shuffling
of paper- save environmentEconomic & efficient
Easily storable
ProfessionalConvenient
Speedy
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Adressees: To, ! or B!!?
"To# $ %or &eo&le you are dire!tly addressin'(
"!" are %or the &eo&le you )ant to kee&in%or*ed(
The "To" and "!" addresses are +lind to the
"B!!" addresses( As you !an i*a'ine, use o%the "B!!" is so*e)hat unethi!al andthere%ore its use is dis!oura'ed
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e*ail eti-uette ti&s
.ee& your e*ails !on!ise and to the &oint /e&ly s)i%tly Atta!h only ne!essary %iles
/e$read the e*ail +e%ore you send it .ee& %or*attin' si*&le 0e1er use e*ail to dis!uss !on%idential
in%or*ation
I% e*ail is lon', then *ake an #ele1ator2 su**ary3 a ta+le o% !ontents &oint$)ise, )ith headin's%or ea!h *a4or se!tion( Most i*&ortant in 5st &oint(
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E*ail Basi!s$ Lan'ua'e
!eep it formal "se proper spelling# grammar and punctuation "se active instead of passive voice
Sub$ect must reflect your email content %void using "'ET or MP*T%T unless really
necessary %void using long sentences- +ithin the screen !eep your language gender neutral ever send emails containing defamatory# offensive#
racist or obscene remar,s ever give bad ne+s overemails
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E*ail Basi!s$6or*at
'ive a sub$ect to your email
!eep it brief- one screen length
!eep line length short ./ characters"se caps +hen needed
"se a professional or neutral font
Chec, for grammatical# punctuation andspelling mista,e before you send that email
"se attachments for longer emails
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Atta!h*ents
0hen sending an attachment# ma,e sure you tellyour recipient1
2) The name of the file3) The program in +hich it is saved
4) The version of the program
5 t is al+ays better to re6uest for receiptac,no+ledgment
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A++re1iations 76YE89
7o not confuse +ith your abbreviations
"se abbreviations that are already common
to the English language# such as 89:8 and8;T08
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8MM80 ABB/EIATI80S
This Means This
BCNU be seeing you
BTW by the way
FWIW for what it's worth
FYI for your information
IMHO in my humble opinion
OBO or best offer
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#SMILIES2 ; not to use in
o%%i!ial e*ails
Smilies are simple strings of characters that
are interspersed in the e-mail te=t to convey
the +riter8s emotions (cues)
The most common e=ample is 1-) Turn your
head to the left and you should see a happy
face (the colon are the eyes# the dash is the
nose and the parentheses is the mouth) >ereare some more e=amples1
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MEA0I0< 86 #SMILIES2This Means This
:-) Smiley face
;-) Wink (light sarcasm)
:-| Indifference
:-> Deilish grin (heay sarcasm)
8-)!ye"glasses
:-D Shock or surprise
:-/ #erple$ed
:-( %rown (anger or displeasure)
:-P Wry smile
;-} &eer:-Q Smoker
:-e Disappointment
:-@ Scream
:-O ell
:- Drunk
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SALUTATI80S
Ea!h situation )ill need to +e e1aluated onits on, +ut in 'eneral, use the %ollo)in' as a'uide:
f you normally address a person asMiss?Mrs?Ms?Mr Smith then that8s the +ay toinitially address them in e-mail f you areunsure# stic, to the formal salutation t8s the
safest bet f the person calls you by your first name# you
can do same
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EMAIL SI
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TH/EA=S
7o not brea, email threads
0ithout the lin,# it can get difficult for the
users on each end to follo+ the se6uence of
messages# especially after several e=changes
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QU8TES
othing is more +asteful than to reply to an
e-mail by including a complete copy of the
original +ith the +ords A agreeA# A*,ayA or
A7ittoA at the bottom
;est +ay to do it1
B %nd do you agree +ith the proposal to hire
Ms oyBB:es Please ma,e the necessary
arrangements
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ISSUES 86
806I=E0TIALITY
There is no su!h thin' as a &ri1ate e$*ail
don8t care +hat anybody says# states#
s+ears or +hatever# there is $ust no such
thing as private e-mail
0ho can read your office email anytime
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>ri1a!y issues
The syste*s ad*inistrator has the ability to
read any and all e-mail messages
Monitorin' o% e*&loyee e$*ail +ye*&loyer 1 The company management
+anting to ma,e sure users are not +asting
time on frivolous messages to ma,ing sure
that company secrets are not being lea,ed tounauthoriDed sources
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>ri1a!y o% e*ails? Are you
kiddin'?
Ha!kers
Some+here in the +orld there is a person
(usually a hac,er) +ho is able to read your e-
mail if he?she tries hard enough
Thin's !an 'o )ron'
:our confidential email can go to the +rong
person and get you fired
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So, )here does this lea1e us?
5@6irst, there is no su!h thin' as a &ri1ate e$*ail(
@ Se!ond, don"t send anythin' +y e$*ail that
you )ould not )ant &osted on the !o*&any
+ulletin +oard( I% it"s sa%e enou'h %or the +ulletin+oard, it"s sa%e enou'h %or e$*ail(
@ I% you are de+atin' )hether or not to send
so*ethin' &ersonal +y e$*ail, either deli1er it +y
hand or send it +y snail *ail ) 6inally,ne1er dis!uss your &ri1ate li%e o1er
e*ail(
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E*ail at )orkC e1iden!e in
!ourt
"nder all nformation technology legislationsin the +hole +orld# e-mails sent from theoffice are regarded as o%%i!ial !o*&any
!o**uni!ations regardless of content andcould possibly e=pose you and your companyto unnecessary ris,
Scary# huh
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6LAMES
% 9lame is basically a verbal attac, in
electronic form t creates a lot of conflict
+ithin the +or, environment to vent out
frustrations or send inflammatory messages
via email
%void flaming because you cannot ta,e bac,
+hat is +ritten t can also spiral out of yourcontrol
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/ES>80=I0< T8 6LAME
;efore you flame bac,# as, yourself1 G0ould
say this to this person on his faceH
Calm do+n and ignore it if you can
f not# then flaming bac, should be done1
9lame on
:our message 9lame off
5 Tal, in person if it escalates too much
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E*ail as +lessin'
Email is a conversation +here you can
respond in your o+n time
f a hundred people send you e-mail in one
day# so +hat :ou didn8t have to tal, +ith all
one hundred
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E*ail as a !urse
0hen there is something time-bound or
+here it is urgent# never rely on emails
:ou never ,no+ +hether the recipient
actually reads your email or not
So# if itIs urgent# call
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80LUSI80
Communication bet+een humans is1 appro=imately J/K body language# .K tone of voice# 3K +hat you actually say
With e*ail, you re*o1e the %irst DF( ;e a+are of this +hen you +rite emails ;e very obvious +ith your meanings# since subtleties +ill be
lost or completely misunderstood
emember this too# +hen reading others8 emails Their grasp ofthe language# or their haste in +riting the email# may havegiven it a Avirtual toneA that may come off as derogatory oraggressive eread it and see if you are simply misinterpretingthe +ords
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