1. ARISE TRAINING & RESEARCH CENTER
PERFECT E-MAIL AND GETTING
A JOB – ARISE ROBY

2. Do you have bad e-mail skills?
Clean-up your act with these E mail
etiquette tips presented !
Are you spoiling your impression with your
awful e-mail manners?
ARISE TRAINING & RESEARCH CENTER

3. WHY YOU NEED TO KNOW E-MAIL SKILLS ?
In the age of the Internet, you might be just clicking "reply," typing up a quick
response, and hitting "send" without giving so much of a thought about what
you've just written. But your e-mail behavior has the potential to damage
your reputation both personally and professionally !!!
It is important for business or personal use that you follow the basics of email
etiquette. This document covers for you the top tips for email etiquette that
everyone needs to be aware of and follow. By doing so you will be a joy to
communicate with while being known as a caring and intelligent human being.
ARISE TRAINING & RESEARCH CENTER

4. NAMING E MAIL ID
Keep your E mail address professional and
simple to type and remember, avoid too much
of flashy names, use of symbols or characters
in your e-mail address.
Bad Example : c0olbuddy_22@site.com
Good Example : firstname.lastname@site.com
ARISE TRAINING & RESEARCH CENTER

5. KNOW YOUR AUDIENCE
• Your e-mail greeting and sign-off should be
consistent with the level of respect and
formality of the person you're communicating
with. Write the name of the person who will
be reading your mail or to whom mail is
addressed. Avoid, blank mails or mails without
recipient’s names unless you are sending mails
to groups for announcements.
ARISE TRAINING & RESEARCH CENTER

6. BRIEFLY INTRODUCE YOURSELF
If you are mailing first time to the recipient, do
not assume the person receiving your e-mail
knows who you are, or remembers meeting
you. If you are uncertain whether the
recipient recognizes your email address or
name, include a simple reminder of who you
are in relation to the person you are reaching
out to.
ARISE TRAINING & RESEARCH CENTER

7. ONLY DISCUSS OFFICIAL MATTERS
One of the most important things to consider
when sending e-mail is whether the matter
you're discussing is professional or personal. Do
not send private, personal mails which are not
meant to be shared on official platforms.
Avoid sending forwarded mails, jokes, junk mails
etc excessively.
ARISE TRAINING & RESEARCH CENTER

8. BE CAREFUL WITH CONFIDENTIAL INFORMATION
Refrain from discussing confidential information in
emails unless absolutely necessary, if the e-mail
get into the wrong person's inbox, one could
face serious problems or misunderstandings.
Always double check your list of recipients
before sending sensitive E-mails.
ARISE TRAINING & RESEARCH CENTER

9. RESPOND IN TIME
E-mails must be answered within reasonable
time limit, depending on the nature of
enquiry. E-mails shall be replied with complete
information, within acceptable working hours
possibly between 4 to 8 hours.
ARISE TRAINING & RESEARCH CENTER

10. DON’T SEND ONE-LINERS
Short replies like "Thanks," "Oh, OK" , do not
advance the conversation in any way. Write clear
and concise reply to the mail or information
shared to avoid ambiguity or confusion.
State clear information, seeking actions and
response for the request shared.
ARISE TRAINING & RESEARCH CENTER

11. AVOID USING SHORT FORMS
Avoid using short forms to real words, emoticons,
jargon, or slang. Words from business people using
shortcuts such as "4 u" (instead of "for you"),
"Gr8"(for great) in business-related e-mail is not
professional. Explain any abbreviations used in the
email However certain generic or industry
specific short forms can be used in e-mails,
example :
F Y I = For Your Information
P F A = Please Find Attached
ARISE TRAINING & RESEARCH CENTER

12. KEEP E-MAILS CLEAN
Messy mails annoys recipients, when people
reply and leave the messages messy, for
example, an e-mail chain that includes
excessive carets (>>>), or pages and pages of
e-mail addresses. Unnecessary messages,
flashy icons, animations etc. are not advisable
to form a good impression about you, so clean
up and then send your mails.
ARISE TRAINING & RESEARCH CENTER

13. BE CLEAR IN YOUR SUBJECT LINE
With inboxes being clogged by hundreds of e-
mails a day, it's crucial that your subject line
gets to the point.It should be reasonably
simple and descriptive of what you have
written about.Never open an old e-mail, hit
Reply, and send a that has nothing to do with
the previous one.Do not hesitate to change
the subject as soon as the thread or content
of the e-mail chain changes.
ARISE TRAINING & RESEARCH CENTER

14. MANAGE ATTACHMENTS
Don’t forget to attach files, which you have
mentioned in the e-mail, always double check
before sending. Give the attached file(s) a
logical name so the recipient knows at a
glance the subject and the sender. Ensure that
file attachments are working and relevant to
the matter / content in the mail for recipient’s
reference.
ARISE TRAINING & RESEARCH CENTER

15. BEWARE OF THE "REPLY ALL“
Send or copy others only on a need to know basis.
Before you click ―Reply All” or put names in the “cc”
or “Bcc” lines, ask yourself if all the recipients need the
information in your message. If they don't, why send it?
Take time to send your messages to the right people.
Do not hit "reply all" unless every member on the email
chain needs to know. You want to make sure that
you are not sending everyone on a list your answer—
whether they needed to know or not.
ARISE TRAINING & RESEARCH CENTER

16. KEEP IT SHORT AND GET TO THE POINT
The long e-mail is a thing of the past. Write concisely,
with lots of white space, so as to not overwhelm the
recipient. Make sure when you look at what you're
sending it doesn't look like a burden to read – feel
free to use bullet points. The person reading your email
should not have to dig through several
paragraphs in order to figure out what you're asking.
You should state the purpose of the e-mail within the
first two sentences. Be clear and straightforward.
ARISE TRAINING & RESEARCH CENTER

17. ALWAYS INCLUDE A SIGNATURE
• Recipient of the e-mail shall not wonder how
to get in touch with you. include all of your
contact information in your signature. Your e-
mail signature is a great way to let people
know more about you.
ARISE TRAINING & RESEARCH CENTER

18. YOUR E-MAIL IS A REFLECTION OF YOU
Every e-mail you send adds to your reputation. If
your e-mail is organized and smartly written,
the recipient will be inclined to think of you as
a thorough professional and organized
business person.Other people's opinions
matter in the professional world, their
perception of you will be critical to your
success.
ARISE TRAINING & RESEARCH CENTER

19. THANK YOU
ARISE TRAINING & RESEARCH CENTER