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Email Etique�e For Official Mails - Writing Skills

Gops Started The Discussion:

Dear All,

Email Etiquette for official mails:

The below mentioned points have to be considered while

putting official mails.

Here are some points on Email Etiquettes that will definitely

help.

1) The font of mail should be Verdana and font size should

be 9.5 or 10.

2) The mail should have a Pyramid Structure i.e. it should

contain:

* Situation: What's the current situation is?

* Action items: What you expect from the reader of the mail

► Etiquette ► E Mails ► Writing ► New Email

► Email Writing Etiquette

► Writing Skills

► Report Writing

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to-do.

* Information: The information you want to give to the

reader

* Conclusion: Conclude with a Thank You.

3) For writing use only Black or Blue color. For highlighting

purpose make the word bold. Avoid using Red color as Red

signifies danger, so use it when urgent.

4) For greetings in mail:

* For Americans: use Hi

* For Europeans: use Hello

* For Asians: use Dear

To be more formal we could use Dear Mr. /Ms. followed by

Last name or Full name. We should not use Dear Mr. /Ms.

followed by First name alone.

5) We should not put '/' in greetings like Hi X/Y. Instead we

should say Hi X and Y.

6) We should not use 'Thanks and Regards'. Instead we

should say:

Thank you

Regards

7) For requesting something we should not use can, instead

we should use could.

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8) We should not write 'Please find the attached file'

because the reader does not have to find or search for the

file in the mail it's already there. So instead we should write

'The file has been attached for your reference'.

9) We should not use sentences like 'As per your mail'

because 'per' is used only with units like per Kg etc. Instead

we should write 'According to your mail'.

10) We should use parallel structure. Parallelism enables

readers to read documents more efficiently. For e.g. The

analysis will include planning, organizing, dividing and

assessment (Instead assessment we should write

Assessing) of turnaround functions.

11) In our mails we often write 'Please revert back'. Instead

we should only write 'Please revert'.

12) For the Signature in mail, if we are sending to people in

our company only then we should not write our company

name in the signature because they already know that we

are part of the same company but if we are sending mail to

an external party like client etc then we should write our

company name in the signature because there we have to

brand our company name in front of others.

Regards

Gops

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SAI PRASAD.R - contributing member

Dear You have given us very valuable information. Thank you for

sharing with us. keep sharing such useful information with us. Thanks

once again. Regards, sai prasad

PSW_MISHRA - contributing member

Thanks Gops. I agreed except one point “The font of mail should be

Verdana and font size should be 9.5 or 10.” Why not Arial or Times

New Roman? Regards, Manoj

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SSGHOSH_24 -

Dear All,

Iam new to recruitment field and just joined one company and i have

to arrange one teaming activity for my employee and there are 80

employees in the company. Please somebody help me as it is very

urgent.

Thanks

Sudipta Ghosh

SHWE11 - contributing member

ya , I do agree with this...Nice info.... Infact long time back I have

posted an presentation on the same..... Posting it again..might help

the readers of this post......... Regards Shweta

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NITHU84 - contributing member

Hi, Thank u for sharing useful information and keep posting like this

Cheers:icon1: Nithya

HR@RMSSOLUTIONS.IN -

Dear Friend, Really it is very informative and very very useful,thanks

for sharing the information. with regards manjusha.

MAMTA230 - contributing member

Good info.......but most of the time people do the same which you

advise not to do.......it is out of habit or due to lack of

ettiquettes............

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PAGE - 1 2 3 NEXT

HU36DD@HOTMAIL.COM - contributing member

Thanks goodness someone is posting something on email etiquette.

Everyone is so caught up in texting short cuts they tend to do the

same thing in emails. I really appreciate this

manay many thanks

Hu:icon1:

ANADI - contributing member

Dear Gops Thx for your last post ! Please elaborate more on Email

Ethiques. its open my eye ! I started using your tips before sending

mail to anyone. Regards kanhaiya Harbin,China

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