Good Email Practice_Mr. Santhosh
23
1 GOOD E-MAIL PRACTICE Santhosh Kumar Narla Date: 16 May 2014 Version 00
-
Upload
santhosh-n-kumar -
Category
Documents
-
view
79 -
download
2
Transcript of Good Email Practice_Mr. Santhosh
1
GOOD E-MAIL PRACTICE
Santhosh Kumar NarlaDate: 16 May 2014
Version 00
2
GOOD E-MAIL PRACTICE
3
GOOD E-MAIL PRACTICE
4
GOOD E-MAIL PRACTICE
Email = Presenting yourself
5
Concise
Careful
ContextualCourteous
Clear
GOOD E-MAIL PRACTICE
6
●Speed
●Inexpensive
●Effective
●Reliable
●Viruses
●Long time
●Spam
●Time consuming
7
GOOD E-MAIL PRACTICE
GOOD E-MAIL PRACTICE
Why the E-mail etiquette is important? &
Why company needs to implement etiquette rules?
8
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
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
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
SAMPLE E-MAIL SIGNATURE FILE
Look forward to see you in the month of NovemberYours Sincerely,Jim
Jim SmithProject ManagerHealth [email protected]
12
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
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
GOOD E-MAIL PRACTICE
15
GOOD E-MAIL PRACTICE
16
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
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. [email protected])• 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
GOOD E-MAIL PRACTICE
19
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
CITATIONS
• http://www.slideshare.net
• http://www.wikihow.com
21
