E-mail Etiquette
With the advancement in technology, E-mail has assumed tremendous significance in communication –Professional and Personal. Email too requires certain amount of care as other forms of communication. One can afford to be casual while sending the personal email as it is mainly between two individuals .However business email requires great amount of care as it is sent across the companies. Any lapse in email can lead to embarrassment as well as business loss. A carefully drafted mail can serve multiple purposes.
Professionalism –By using proper email language, one can put across professional approach thereby projecting a better image of the company.
Effectiveness – A properly worded email is likely to evoke desired response and therefore be more effective in achieving its purpose.
Protection From Liability – Proper language and selection of words can act as a shield in the event of any law suit against the company in future.
DO’S
Keep it Short and Simple –Email is sent with a certain purpose. So select proper words and frame correct sentences to communicate that purpose avoiding any unnecessary details.
Use Signature – Ensure that all your mails have your signature containing your name, designation, phone number, email address and company details. This will save your time as you don’t have to type these details every time you send a mail. In addition to this if recipient wants to contact you over the phone, he will have required details.
DON’TS
Avoid Capital Letters – Stay away from writing everything in capital letters because it appears as if you are shouting. Similarly, avoid all small letters also as it is indicative of being lazy. Follow the same pattern you follow in conventional writing.
Don’t Miss the Mail Continuity –When you reply to an email, you must include the original mail in your reply, in other words click ‘Reply’, instead of ‘New Mail’. This is necessary if there has been an exchange of several mails about the same subject .One can get the complete idea about the previous actions taken on the subject concerned.
Beware of Reply All Option –Click Reply Option only if everyone mentioned in the mail needs to see your reply. This option is important when a particular group of several people is mentioned in the mail .If you find that not everyone is required to see your mail then address it individually.
Model E-mail (Informal)
From- abc@email .com
To- xyz@xxx .com
CC- def@ttt.com
Sub- Diwali Greetings
Dear Gopal,
Hope you are doing well. We were together last Diwali. But this Diwali, we are far away. However the bliss and the excitement of Diwali are the same as last year. You will be happy to know that I have got a promotion few days ago. So the pleasure of celebration is double this time. Though I have made many friends here in a year but I still miss you a lot. I used to enjoy every moment with your. Specially I reminisce your instant jokes.
I am doing very well in my profession. How about you? You were doing a course in computer. Is that over? Let me know about your family. How is the health of your dad? Last time when we met, he had not been keeping well. Do reply to this letter at the earliest so that my curiosity can be put to rest.
With regards,
XYZ
Model E-mail (Formal)
From- abc@email .com
To- xyz@xxx .com
CC- def@ttt.com
Sub- Order for 100 computers
Dear Sir,
In response to your quotation dated 12th July 15, we are pleased to place the order of 100 computers (all the components) with your firm. The delivery should be made within the period of one month at our wear-house located in Thane. Please make sure that the software to be delivered along with the computers should be original and installed in the computers. The consignment should be in proper condition and your technical expert should assist us in making the computers operational.
The payment will be made within the fifteen days of receipt of the consignment. We will issue a cheque in favour of your firm for the amount mentioned in your quotation. Please, fell free to revert for any clarification.
With regards,
XYZ
(Purchase Manager)