Email Etiquette

1
Email Etiquette

• Sophomore Career Unit
• Mountain Pointe High School

2
Why Do You Need Email Etiquette?

• A company needs to implement etiquette rules for
  three reasons

3
Why Do You Need Email Etiquette?

• A company needs to implement etiquette rules for
  three reasons

Professionalism
Efficiency
Protection from Liability
4
Why Do You Need Email Etiquette?

• Professionalism
• Using proper email language will convey a
  professional image your company.

5
Why Do You Need Email Etiquette?

• Efficiency
• Emails that get to the point are much more
  effective than poorly worded emails.

6
Why Do You Need Email Etiquette?

• Protection from liability
• Employee awareness of email risks will protect
  your company from costly law suits.

• If it comes from the company email, it comes
• from the company.

7
What are the Rules?

• There are many etiquette guides and many
  different etiquette rules. Some rules will differ
  according to the nature of your business and the
  corporate culture.

• Following are important email etiquette
• rules that apply to nearly all companies.

8
Be Concise and to the Point

• Do not make an e-mail longer than it needs to be.
  Remember that reading an e-mail is harder than
  reading printed communications, and a long e-mail
  can be very discouraging to read.

• Try to make it 80 words or less 60 if it is
  likely to
• be forwarded.

9
Use Proper Spelling, Grammar, and Punctuation

• This is important because improper spelling,
  grammar and punctuation give a bad impression of
  your company.

10
Use Proper Spelling, Grammar, and Punctuation

• It is also important for conveying the message
  properly. E-mails with no full stops or commas
  are difficult to read and can sometimes even
  change the meaning of the text.

• I done it write, huh boss?

11
Use Proper Spelling, Grammar, and Punctuation

• It is also important for conveying the message
  properly. E-mails with no full stops or commas
  are difficult to read and can sometimes even
  change the meaning of the text.

• And, if your program has a spell checking
• option, why not use it?

12
Use Proper Structure and Layout

• Since reading from a screen is more difficult
  than reading from paper, the structure and lay
  out is very important for e-mail messages.

13
Use Proper Structure and Layout

• Write a salutation for each new subject email.

Good Morning Dave,
Dear John,
Greetings Earthlings,
Hello staff,

• Try to keep the email brief (one screen
  length).

• Return emails within the same time you
  would a
• phone call.

• Check for punctuation, spelling, and
  grammatical
• errors.

• Use a font that has a professional or
  neutral look.

14
Use Proper Structure and Layout

• Use short paragraphs and blank lines between each
  paragraph.

Xxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Xxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxx Xxxxxxxxxx xxxxxxxxx
15
Use Proper Structure and Layout

• When making points, number them or mark each
  point as separate (bullet) to aid understanding
  and add emphasis.

16
Do Not Write in CAPITALS

• IF YOU WRITE IN CAPITALS IT SEEMS
• AS IF YOU ARE SHOUTING.

• This can be highly annoying and might
  trigger an unwanted response in the form of a
  flame mail. Therefore, try not to send any email
  text in capitals.

17
Take Care with Abbreviations and Emoticons.

• In business emails, try not to use abbreviations
  such as BTW (by the way), JK (just kidding) and
  LOL (laugh out loud). The recipient might not be
  aware of the meanings of the abbreviations, and
  in business emails these are generally not
  appropriate.

18
Take Care with Abbreviations and Emoticons.

• The same goes for emoticons, such as the smiley
  -). If you are not sure whether your recipient
  knows what it means, it is better not to use it.

• -0 Oh! Ah! Oh,no!

• -) smile

• -) wink

• -( frown

19
Do Not Use Email to Discuss Confidential
Information.

• Sending an email is like sending a postcard
  anyone can read it. If you don't want your email
  to be displayed on a bulletin board, don't send
  it.

Some things are better said in person, or not
said at all.
20
Do Not Use Email to Discuss Confidential
Information.

• Moreover, never make any libelous, sexist
• or racially discriminating comments in
• emails, even if they are meant to be a joke.

21
Read the Email Before You Send It

• A lot of people don't bother to read an email
  before they send it out, as can be seen from the
  many spelling and grammar mistakes contained in
  emails.

• Reading your email through the eyes of the
• recipient will help you send a more effective
• message and avoid misunderstandings and
• inappropriate comments.

22
Flaming

• Flaming is a virtual term for venting or sending
  inflammatory messages in email.

Avoid flaming because it tends to create a great
deal of conflict that spirals out of control.
23
Flaming

• Flame fights are the equivalent of food fights
  and tend to affect observers in a very negative
  way.

What you say cannot be taken back it is in
black and white.
24
Company Liability

• Many companies will have email policies that
  include all the do's and don'ts concerning the
  use of the company's email system.

• The rules can be monitored by a program
• administrator to insure the employees are
• following the rules.

• Following the etiquette rules and company
• policies will help you keep your job, and
  reduce
• the companys exposure to law suits.

25
Works Cited

• Email Replies. Email Etiquette. Google.com.
  Email Replies.com Casa Grande, AZ. 20 December,
  2007 lthttp//www.emailreplies.comgt.
• Perdue University Writing Lab. Email Etiquette.
  Google.com. Perdue OWL. Casa Grande, AZ. 21
  December, 2007 lthttp//owl.english.purdue.edugt.