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Are you aware of these most important Email & Internet Etiquettes?
Reply to any & every email within 4 working hours (Turnaround Time/TAT).
Provide point-wise answers wherever possible.
Re-read the mail twice before pressing the send button so that you avoid typo errors. Do a spell-check.
Be clear, formal, specific, concise and to the point in an email.
Answer all questions and clarifications.
It’s important to use proper spelling, grammar & punctuation.
Mail must be professional & not informal.
Save templates for frequently used responses.
The subject and body of the mail must match.
Do not attach unnecessary files.
Use proper structure & layout. Refer to mail format.
Do not overuse the high priority option.
Do not write/email in CAPITALS, or all in BOLD or in RED colour.
Use Flags for important emails. It will act like a self-reminder to complete the task.
Don’t leave out the message thread.
Continue the mail chain such that important info is not lost.
Add disclaimers to your emails.
Read the email before you send it
Do not overuse Reply to All.
Send the mail to the relevant recipients only.
For mailers to several recipients, use the bcc: field sparingly.
Use abbreviations and emoticons sparingly unless you know your Superior/Client/Supplier very well.
Pay attention while formatting your mail.
Take care while using rich text and HTML messages.
It’s not appropriate to forward chain letters.
Do not request delivery and read receipts (unless someone requests).
Do not ask to recall a message.
Do not copy a message or attachment without permission.
If a deadline cannot be met, reply to the mail with the reason why it cannot be met. Provide a new deadline.
Never discuss highly confidential information via email.
Use a meaningful subject which captures the attention of the reader.
Use active instead of passive voice. Refer examples.
Avoid using URGENT and IMPORTANT for all mails.
Avoid long & complex sentences, keep the mail short & simple.
Don’t send or forward emails containing inappropriate, insulting, slanderous, defamatory, offensive, racist or obscene remarks.
Don’t forward virus hoaxes and chain letters.
Keep your language gender neutral.
Don’t reply to spam. (Delete & Trash them).
Begin your mail with Hello or Dear Sir/Ma’am.
Never use slang or SMS language.
Beware of opening mails from unknown sources.
If you have wrongly forwarded the mail, quickly send an apology mail.
You can undo the sent mail within 5 seconds.
Proofread every mail; Never be in a hurry to send a mail without double-checking.
Own-up for mistakes; send a revised corrected mail.
Do not use Mr./Ms./Mrs. if you are not sure whether the recipient is a male/female.
Internally between colleagues, you can just start a mail with just Hello or Hi,
End your mail with your name, designation, handheld phone, landline number, company website link, products/services link. (Or your Company will share a common email signature).
Send gentle reminders whenever you have not received any reply.
Do not repeat/resend attachments in reminder mails.
Always give reference of first email with date in your reminder emails.
Go to Settings & Affix the Company logo on the top of your mail (especially when you write to Customers/Suppliers/Partners)
Choose a Font style:
Choose Font Size: 10 or 12
Choose Font Colour: Black or Blue
Reply to your emails–even if the email wasn’t intended for you.
Know that people from different cultures speak and write differently.
Tailor your message to the receiver’s cultural background. Miscommunication can easily occur because of cultural differences, especially in the writing form.
If you have replied or composed a new mail from mobile, write ‘Sent from Mobile’.
Include a clear, direct subject line.
Use a professional email address.
Compose the mail 1
. Add the email address last.
Never use multi-colours, fancy fonts or different font-size in the mail.
Do not change the main Subject line. We will be able to track the entire correspondence by searching with the relevant keywords.
Old emails which are outdated and not relevant can be deleted.
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