E-mail etiquettes – time to pull up your sleeves before you commit it!

Posted by on Oct 14 2011 | Content Writing, Copywriting

Another bad day in the office – how many of them did you have till date? There would be some obvious collar raising expressions as a reply, but there would be some frowned up facial disambiguation too! I don’t mind them because that was, after all, inevitable. It was more than enquiring about one’s salary and age. However, writing an e-mail for a particular reason may carry its own pains. The necessary ointment of common sense and presence of mind needs to be explored by the writer himself/herself. It may sound too direct and harsh, but that’s how you spare yourself from another ‘bad day’ in the office.

E-mail etiquette is supposedly the most important part of business communications. ‘Too formal’ and ‘too casual’ are the two clichés which should always be done away with while writing an e-mail. Wait…..it would be better to put all of them in a list, rather than cramming all of them in one place –

Dos

Beating around the bush never helps. If you think that you can explain everything, you are probably right, but you need to remember that people have other work too. Get to the point as soon as possible and finish up in style. There are other ways to explain things!

Never forget to answer all the questions that were asked by the client. I don’t need to tell that if that’s not done what the forthcoming consequences are going to be!

The subject line included in the composition of an e-mail must be short and explanatory. The subject line is the only element which asks for attention. It tells the reader whether it needs to be clicked on or not

Instead of CCing everyone, do keep in mind that this function is meant for those who are associated with the information that you want to disseminate. The ‘CC’ button should always be used on priority basis

Punctuation and grammar may sound a little irrelevant, but they play an important role in quality business communication. A decent e-mail must be error free from these two perspectives

You should be careful while using HTML and attachments because all e-mail tools may not read the HTML text due to the absence of necessary tools

Finally, do check your mail before sending. It is always better to be on the safer side, as our forefathers have said so!

Don’ts

Quick response always helps in building a healthier business communication. No one has the patience to wait for a surprise. Avoid delaying for a reply as much as you can.

Each letter in the mail written in CAPITALS signifies the insanity of a person who may appear to shout out loud, and an e-mail written in all small letters mows down the importance of the mail.

Public service is not a bad idea, but when it becomes annoying, it is always better to pull the curtains. Similarly, one should be careful while clicking the ‘Reply to all’ button until it is necessary to do so.

Stay away from sending chain mails. Often they are viruses which bog down servers

E-mails are not for confidential information dissemination. Many of you might have thought it to be, but unfortunately its not. Stay alert!

Including a signature line with name, title, company and phone number at the end of every mail always helps in making the mail attain a standard look.

Tell your friends to have a look on these points before they carry on with their silly mistakes after hitting the ‘compose’ button in their mail.


3 comments for now

3 Responses to “E-mail etiquettes – time to pull up your sleeves before you commit it!”

  1. Very very important that must be remembered! What you have written seems to simple common sense but many forget. Thanks for reminding as these dos and donts can never be stressed enough.

    15 Oct 2011 at 2:30 am

  2. Jyotika

    Yes, very basic yet oft-overlooked aspects…. another one that comes to mind is how the email is addressed, depending on the person who is to receive it! Very important, since it sets the tone for the rest of the mail.

    15 Oct 2011 at 5:54 am

  3. in this day and age of texting and people have forgotten how to write a proper e-mail. this should wake people up.

    19 Oct 2011 at 2:32 am

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