01300 e mail etiquttes
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Email Etiquette
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Why do you need email etiquette?
We need to implement etiquette rules for thefollowing three reasons
Professionalism: by using proper email languageyour company will convey a professional image.
Efficiency: emails that get to the point are muchmore effective than poorly worded emails.
Protection from liability: employee awareness ofemail risks will protect your company from costly
law suits.
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Be concise and to the point
Write a salutation for eachnew subject email.
Try to keep the email brief(one screen length).
Check the date before yousend the mail.
Return emails within thesame time you would a phonecall.
Check for punctuation,spelling, and grammaticalerrors
Use caps when appropriate.
Using caps in an email issame as shouting in writtenformat.
Use a font that has aprofessional or neutral look.
Do not make an e-mail longerthan it needs to be.Remember that reading an e-mail is harder than readingprinted communications and along e-mail can be verydiscouraging to read.
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Answer all questions, and pre-empt further
questions
An email reply must answer all questions, and pre-empt furtherquestionsIf you do not answer all the questions in the original
email, you will receive further e-mails regarding the unansweredquestions, which will not only waste your time and your customerstime but also cause considerable frustration. Moreover, if you areable to pre-empt relevant questions, your customer will be gratefuland impressed with your efficient and thoughtful customer service.
Always reply to emails especially the ones specifically addressed
to you. The sender is still waiting to hear from you.Keep you email message short and to the point. Sentences like "Ihope this email finds you alive and well" look good only in lettercorrespondence. .
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Use proper spelling, grammar &
punctuation.
This is not only important because
improper spelling, grammar andpunctuation give a bad impression ofyour company, it is also important forconveying the message properly. E-mails with no full stops or commas are
difficult to read and can sometimeseven change the meaning of the text.
And, if your program has a spellchecking option, why not use it?.
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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 fromthe many spelling and grammar mistakes
contained in emails. Apart from this, reading
your email through the eyes of the recipient will
help you send a more effective message andavoid misunderstandings and inappropriate
comments
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Answer Swiftly
Customers send an e-mail because they wish to
receive a quick response. If they did not want a quick
response they would send a letter or a fax. Therefore,
each e-mail should be replied to within at least 24
hours, and preferably within the same working day. If
the email is complicated, just send an email back
saying that you have received it and that you will getback to them. This will put the customer's mind at rest
and usually customers will then be very patient!
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Attachments
When you are sending an attachmenttell your respondent what the nameof the file is, what program it is savedin, and the version of the program.
Do not attach large attachments inyour email since not everyone is on abroadband connection. If you have tosend a large file over email.
By sending large attachments youcan annoy customers and even bringdown their e-mail system. Wherever
possible try to compress attachmentsand only send attachments whenthey are productive. Moreover, youneed to have a good virus scanner inplace since your customers will notbe very happy if you send themdocuments full of viruses!
This file is in MSWord 2000 under
the name LabFile.
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Use proper structure & layout.
Do not overuse the high priority option.
Since reading from a screen is more difficult than reading frompaper, the structure and lay out is very important for e-mailmessages. Use short paragraphs and blank lines between each
paragraph. When making points, number them or mark each pointas separate to keep the overview. Avoid discussing privateconcerns and issues.
We all know the story of the boy who cried wolf. If you overuse thehigh priority option, it will lose its function when you really need it.Moreover, even if a mail has high priority, your message will come
across as slightly aggressive if you flag it as 'high priority' Do not request a Read Notification Receipt.
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Do not forward chain letters.
Do not forward chain letters. We can safely say
that all of them are hoaxes. Just delete theletters as soon as you receive them.
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Do not request delivery and read receipts.
This will almost always annoy your recipientbefore he or she has even read your message.Besides, it usually does not work anyway sincethe recipient could have blocked that function,or his/her software might not support it, sowhat is the use of using it? If you want to know
whether an email was received it is better toask the recipient to let you know if it wasreceived.
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Do not write in CAPITALS.
Don't leave out the message thread.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING.This can be highly annoying and might trigger an unwanted response inthe form of a flame mail. Therefore, try not to send any email text in
capitals. When you reply to an email, you must include the original mail in your
reply, in other words click 'Reply', instead of 'New Mail'. Some people saythat you must remove the previous message since this has already beensent and is therefore unnecessary. However, I could not agree less. If youreceive many emails you obviously cannot remember each individualemail. This means that a 'threadless email' will not provide enough
information and you will have to spend a frustratingly long time to find outthe context of the email in order to deal with it. Leaving the thread mighttake a fraction longer in download time, but it will save the recipient muchmore time and frustration in looking for the related emails in their inbox!
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Avoid using URGENT and IMPORTANT.
Even more so than the high-priority option, you
must at all times try to avoid these types ofwords in an email or subject line. Only use this
if it is a really, really urgent or important
message
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Avoid long sentences
Try to keep your sentences to a maximum of
15-20 words. Email is meant to be a quickmedium and requires a different kind of writing
than letters. Also take care not to send emails
that are too long. If a person receives an email
that looks like a dissertation, chances are thatthey will not even attempt to read it!
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Don't forward virus hoaxes and chain letters.
If you receive an email message warning you of a newunstoppable virus that will immediately delete
everything from your computer, this is most probably ahoax. By forwarding hoaxes you use valuablebandwidth and sometimes virus hoaxes contain virusesthemselves, by attaching a so-called file that will stopthe dangerous virus. The same goes for chain lettersthat promise incredible riches or ask your help for a
charitable cause. Even if the content seems to be bonafide, the senders are usually not. Since it is impossibleto find out whether a chain letter is real or not, the bestplace for it is the recycle bin.
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Keep your language gender neutral
In this day and age, avoid using sexist
language such as: 'The user should add asignature by configuring his email program'.
Apart from using he/she, you can also use the
neutral gender: ''The user should add a
signature by configuring the email program'.
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Don't reply to spam.
By replying to spam or by unsubscribing, you
are confirming that your email address is 'live'.Confirming this will only generate even more
spam. Therefore, just hit the delete button or
use email software to remove spam
automatically.
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Delivering Bad News
Deliver the news up
front.
Avoid blaming
statements.
Avoid hedging words or
words that sound
ambiguous.
Maintain a positive
resolve.
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Do not take your reader by surprise
or press them to the wall
Do not wait until the end
of the day to introduce a
problem or concern viamemo or email.
Avoid writing a litany of
concerns that you have
been harboring for along period of time.
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Flaming in emails
Flaming is a virtual term
for venting or sending
inflammatory messagesin email.
Avoid flaming because
it tends to create a
great deal of conflictthat spirals out of
control.
Flame fights are the
equivalent of food fights
and tend to affectobservers in a very
negative way.
What you say cannot be
taken back; it is in blackand white.
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Keep flaming under control
Before you send anemail message, ask
yourself, would I saythis to this personsface?
Calm down beforeresponding to amessage that offendsyou. Once you send themessage it is gone.
Read your message
twice before you send it
and assume that youmay be misinterpreted
when proofreading.
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Responding to a flame
Empathize with thesenders frustration and
tell them they are right ifthat is true
If you feel you are right,thank them for bringingthe matter to your
attention
Explain what led to theproblem in question
Avoid getting boggeddown by details and
minor arguments If you are aware that the
situation is in theprocess of beingresolved let the reader
know at the top of theresponse
Apologize if necessary