Basic Email Etiquettes: On How to Improve Communication & Perceptions

Emails are first interactions/impressions of any person if you haven't known/met therefore creates some perception about the person communicating on emails. Some basic etiquettes will help to improve your communications & perceptions:

Why Emails & How it helps:

• For ease of Communication
• It is Fast
• For Documentation
• For Mass Address
• It is Informative
• For Clarity of words

Reasons for Emails Etiquettes:

• To increase efficiency and effectiveness
• To save Time
• For simplicity
• For complete clarity
• For preciousness
• To improve communication
• To improve perception

Some Tips for good Email Etiquettes:

• Do not use CAP Text, IT'S ALSO MORE DIFFICULT TO READ.
• Do not use various Colours, use only Black / Blue
• Do not use Post Script (PS)
• Use Areal / Times Roman / Font 10
• An email reply must answer all questions, and pre-empt further questions
• Carry out spelling, grammar & punctuation checks
• E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text
• Each Email should be replied to within at least 24 hours and preferably within the same working day as sender of Email wish to receive a quick response
• Try to use a subject that is meaningful to the recipient as well as yourself
• If your Email is emotionally charged, walk away from computer & wait to reply. Review the sender’s Email again so that you are sure that you are not reading anything into the Email that simply isn’t there
• With emotionally charged Emails, wait until the next morning to see if you feel the same before clicking Send
• Never assume the intent of an Email. If you are not sure, ask so as to avoid unnecessary misunderstandings
• When there is misunderstanding by Email, don’t hesitate to pick up the telephone to work thing out
• Keep Emails brief and to the point
• Refrain from using the Reply to All feature to give your opinion to those who may not be interested. In most cases replying to sender alone is your best course of action
• Check once address or addresses in the To: field are those you wish to send your reply to
• Higher you go more emails flood you , hence it is a good idea to put :
• ASK, INFO
• DISCUSS , No Response required , in your subject line
• Always end your Emails with ‘Thank You’, ‘Best Regards’, ‘Kind Regards’, ‘Sincerely’, ‘Have great day’ etc.---- additions of these words go a long way
• Whenever you are going on tour / leave keep auto reply On with appropriate message to sender
• If you want instant reply to your mail, it’s better to call & discuss. It will be annoying to send a mail & immediately calling that person.

Adding To CC, Bcc, From:

• Include addresses in the To : Field for those who you would like a response from
• Include addresses in the Cc : Field for those who you are just FYI ing.
• Don't use the Cc to copy your message to everyone. This is particularly true at work as these days everyone receives too much e-mail. Unnecessary messages are annoying. Overuse can cause your Emails to be ignored
• Include addresses in the BCc : Field for large group of people who       don’t necessarily know each other , It is as a way of talking behind’s someone back is inconsiderate

• Make sure your name is displayed properly in the filed From : field

What could go wrong in Emails?

• No phrase at start
• Mail starts with small case
• No proper format, Gaps where ever required
• Mail Text or signature is not proper
• No subject
• Spelling mistakes
• Attachment Size is High (In MB) and of different version
• Addressed list & Sensitivity

Signatures:

• Align Signatures to email
• Standardize Email Signature for different purposes
• Choose the right signature for right purpose
• Include Contact Information
• Ensure Position and Location is clearly mentioned
• Keep your signature to no more than 4-5 lines

Think before you click to send:

• Check the attachment
• Check spell
• Check contents before sending
• Don’t reply to all
• Use Zip file
• Check for correct addresses

• After 2-3 mails, better to have concall