Email Etiquette

Email:

. Stands for Electronic mail, commonly called as e-mail.

. Used to exchange digital messages from author to one or more recipients.

. Operates across internet.

Popular Email Platforms:

. Gmail
. HotMail
. Yahoo Mail
. Outlook etc.

Email Etiquette:

. Refers to principles of behaviour that one should use when writing or answering email.

. Depends on to whom we are writing i.e. Friends/Customers/Superiors or Subordinates.

. Makes email more effective.

1.Writing an Email:

To line:

. To specify the recipients.

. Each individual is responsible for response and message relates to them.

Cc line:

. Just like Carbon copy of mail is send to these recipients.
. No action/response is expected from individuals on Cc.
. Just reads the message.

Bcc line:

. Blind carbon copy similar to Cc, expect that recipients are invisible to other recipients.
. In the below example, Recipients in To and Cc never knows about recipients in Bcc.

Subject line:

. It's one of the first things someone sees when they receive an email.
. It should be short, descriptive and provide the recipient with a reason to open your email.
. Never use more than 6-7 words.
. Never use CAPITALS.
. While replying, change subject line as required.
Example:
               "Meeting date changed"
               "Request to accept leave"

Salutations:

. It depends on kind of email i.e., formal or informal.
. Informal salutations need not to follow rules.
. Use 'Hi' in general, 'Dear' for formal, 'Hello' works as bridge between 'Hi' and 'Dear'.
. Formal emails should have a good salutation as below:

Situation	Usage
General Notifications/Information	Dear Sindhu, (or) Hi Sindhu, Dear Chandu,
To Customer/Superior	Dear Sir, (or)   Dear Madam,
More Formal relation	Dear Mr.Chandu, (or) Hello Mr.Chandu, Dear Ms.Sindhu,
Two people	Dear Mr.Chandu and Dear Ms.Sindhu, (or) Dear Chandu and Sindhu,
If you don't know name and gender	Dear Sir/Madam, (or) Hi Sir/Madam,
Addressing group of people	Dear Colleagues, (or) Dear Aspirants,

Body:

. Content of message is entered here.
. 1-3 lines must specify what this mail is about.
  Example:
                 I am writing to make a reservation....
                 I am writing to apply for position of....
                 I would like to let you know that....
. Use less words.
. Avoid contractions for formal mails.
  Example:
                  "I am" instead of "I'm"
                  "We are" instead of "We're"
                  "Will not" instead of "won't"
. Do not use exclamation marks or emoticons for formal mails.
. Use accurate spellings, punctuation and grammar.

Attaching Files:

. Mention what file you are attaching

  Example:

  I am attaching my CV for your consideration.

  I am attaching source code of file you asked for.

Closings:

. After writing the entire content, close it with a proper sentence and then your name.

Situation	Usage
Professional	Best Regards, Regards, Sincerely, Thank you,
Casual	Best Wishes.
Formal	Yours Sincerely, Yours Faithfully,

Before Clicking Send button:

. Check the entire mail you have typed.

. Use proper formatting to the text.
. Check whether it is properly aligned or not.

. Make mail as short as possible.

2.Replying an Email:

. "Reply" or "Reply All" should be carefully selected.

   Reply - Sends message to only that particular person of group.

   Reply All - Sends message to all the recipients in the group.

. Always change Subject line while replying.

. Rules should be followed similar to writing email.