Emails are important in our daily communication, whether within the organization or outside. A badly written email can leave a negative impression on the reader, and in some cases, jeopardize the business discussions.

1. E-Mail
Etiquette
- Rohit Gupta

2. “An email is a record of the
communication that has
happened and is stored in
the Server of the
organization. One has to be
very cautions while typing
out a mail.
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3. Why is Email Etiquette
Important?
A company needs to implement etiquette rules for the following three reasons:
• Professionalism: By using proper email language your company will
convey a professional image.
• Efficiency: Emails that get to the point are much more effective than poorly
worded emails.
• Protection from liability: Employee awareness of email risks will protect
your company from costly lawsuits.
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4. Basic Structure
To: Email of a Primary person.
CC (Carbon Copy): Recipients are others whom the sender wishes to
publicly inform of the message.
BCC (Blind Carbon Copy): field recipients are those being discreetly or
surreptitiously informed of the communication and cannot be seen by
any of the other addressees. (It is not used by the formal mailers as it is
a breach of security and trust).
Subject Line: It is the first text recipients see after your sender name
when an email reaches the inbox. (Should be short and to the point
with no full stop).
Salutation: Email should open by addressing the person you’re writing
to.
o Formal Salutation: Dear
o Semi/Informal Salutation: Hi/Hello//hey
Message/Body of Email: Write short /concise message.
Complimentary Closing: If you’re writing a more formal email, though,
it’s essential to close it appropriately. (Kind Regards, Thank You,
Sincerely, etc).
Signature: It makes it easy for your correspondents to find your contact
details.
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5. Good Opening
Lines:
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Hello,
Further to our discussion, I am
sending you…
Hello,
I am writing this with reference
to the advertisement…
Hello,
I am writing to enquire about
the opening…
Hello,
With reference to the email
trail…
Hello,
Thank you for your letter dated
8th April…

6. Lines to Conclude
your Email:
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Hello,
I have made change to the report
as advised.
If you require further information
please contact me…
Hello,
I have made change to the report
as advised.
I look forward to your positive
response…
Hello,
I have made change to the report
as advised.
Please advice as necessary…
Hello,
I have made change to the report
as advised.
Requesting you to look into this
and suggest changes…

7. Tone of Voice while
typing an Email:
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Formal Informal
Thank you for your
email dated..
Thanks for mailing
me …
Would it be possible
to have this in half
an hour?
I need this in half an
hour.
Looking forward to
your positive
feedback.
I need your
feedback.
Indirect Direct
It might be difficult
to complete within
the given time.
I can’t do it.
I’m afraid there
might be a slight
delay…
There will be a
delay.
Would it be possible
to have this in half
an hour?
I need this in half an
hour.

8. o Use a strong subject line.
o Type correct email id.
o Keep in “cc” only concern persons.
o Keep your email short, use bullet
points.
o Be polite and courteous in tone.
o Use correct spelling and grammar.
o Proofread all your email before
sending.
o Use out of office assistant, when on
a long leave.
Do’s of email
etiquette:
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o Keep your mail formal as it can be
read and forwarded to anyone.
o Make sure attachment is in right
format and avoid large size.
o Edit trail mails and send only
required information.
o Follow companies guidelines in
signature format.
o Reply within a reasonable time, if
not possible the apologise.

9. o Don’t use all UPPER case and all
lower case, as it is considered as
shouting.
o Don’t do gossips, loose talks, jokes,
silly messages as it reflects senders
personality and could be unethical.
o Don’t use short forms/ SMS
language like LOL, OMG, BRB, etc.
o Don’t use one world response like
Thank you, Okay, Done, etc.
Don’ts of email
etiquette:
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o Don’t call as soon as you send the
email.
o Don’t use “Reply All” every time,
edit the list & send only to the
concern person.
o Don’t write email when angry.
o Don’t use bright and gaudy colours.
o Don’t reply with attachment all the
time, it causes unwanted internet
traffic.

10. Thanks!
You can find me @ groohit@gmail.com