E mail etiquette

1. Dr Bonala Kondal

2. Professionalism
Efficiency
Protection from liability

3.  BE CONCISE
 ANSWER ALL QUESTIONS
 USE PROPER SPELLING, GRAMMAR& PUNCTUATION
 MAKE IT PERSONAL
 USE TEMPLATES
 ANSWER SWIFTLY

4.  Do not attach unnecessary files
 Use proper structure & layout
 Do not overuse the high priority option
 Do not write in capitals
 Do not leave out the message thread
 Add disclaimers to your emails
 Read the email before you send it
 Do not overuse reply to all

5.  Mailings
 Take care with abbreviations and emotions
 Be careful with formatting
 Take care with rich text and HTML messages
 Do not forward chain letters
 Do not request delivery and read receipts

6.  Do not ask to recall a message
 Do not copy a message or attachment
 Do not use email to discuss confidential
information
 Use a meaningful subject
 Use active instead of passive
 Avoid using urgent and important

7.  Avoid long sentences
 Don’t send or forward emails
 Don’t forward virus hoaxes
 Keep your language gender neutral
 Don’t reply to spam
 Use CC: field sparingly

8.  Create a written email policy
 Proper training
 Implementation of the rules

9.  Write a salutation for each new subject
email.
 Attempt to keep the email brief.
 Return emails within the same time you
would a phone call.

10.  Attempt to keep your line length at 80
characters or less.

11.  Place the paper in drawer A.
 Click the green start button

12.  Write in a positive tone
 Avoid negative words
 Use contractions

13.  Provide file name based on the
requirement

14.  Make a phone call
 The best way is still face-to-face

15.  Use standard font throughout the message
 Avoid colored fonts
 Be very specific
 Keep the size of the font
 Paragraph and line spacing
 Avoid short forms or slang

16.  Thank you