Email Etiquette | Tapan Nayak | Skillshare
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21 Lessons (52m)
    • 1. Email Etiquette Course Intro

      2:20
    • 2. Email Etiquette Chapter 0 Intro

      1:36
    • 3. Email Etiquette Chapter 1 The Why

      4:20
    • 4. Email Etiquette Chapter 2 How and What

      0:43
    • 5. Email Etiquette Chapter 3 Subject Line

      4:21
    • 6. Email Etiquette Chapter 4 Salutation

      2:46
    • 7. Email Etiquette Chapter 5 Message Body

      8:16
    • 8. Email Etiquette Chapter 6 Sign off

      3:42
    • 9. Email Etiquette Chapter 7 Delivering Bad News

      1:25
    • 10. Email Etiquette Chapter 8 Complains

      1:12
    • 11. Email Etiquette Chapter 9 Tone and Language

      1:06
    • 12. Email Etiquette Chapter 10 TL Keep Your Cool

      1:03
    • 13. Email Etiquette Chapter 11 TL Use Words Carefully

      5:50
    • 14. Email Etiquette Chapter 12 Structure

      4:14
    • 15. Email Etiquette Chapter 13 Managing Emails

      1:11
    • 16. Email Etiquette Chapter 14 ME Replying to others

      2:40
    • 17. Email Etiquette Chapter 15 ME Flaming

      0:55
    • 18. Email Etiquette Chapter 16 ME Responding to Flame

      0:40
    • 19. Email Etiquette Chapter 17 ME When Emails wont work

      0:47
    • 20. Email Etiquette Chapter 18 ME Out of Office

      0:35
    • 21. Email Etiquette Chapter 19 ME General Guidelines

      2:12

About This Class

Learn to Communicate Better following Email Etiquette

Communication is the cornerstone of any great Organization. Good Communication leads to great collaboration, a healthy corporate environment and a well consolidated effort towards a common goal. Emails are an important part of this communication chain. Email Etiquette provides a set of guidelines that one should follow to communicate better.

By the end of this course you will learn -

  • What is Email Etiquette
  • Acceptable Email standards in Workplace
  • How to get the Content right
  • The Right Subject Line, Salutation, Message Body and Sign-off
  • How to handle the Tone and Language
  • How to Structure your Email
  • Format your Email to an acceptable standard
  • General Guidelines for Good Professional Email
  • Write Better Emails with Right Email Etiquette

Education is a journey. This course of Email Etiquette is not the final destination of how to write the best work emails…you will find one for yourself for sure. The endeavor here is to make the discovery of what works for you, slightly easier. I’m sharing what I’ve learnt over many years and really hope that it helps you get ahead in your career. 

So lets learn and lets communicate better.

Transcripts

1. Email Etiquette Course Intro: over the last 16 years, having worked in several large organizations and finally being an entrepreneur for the last couple of years. If there's one thing I've understood being in various managerial and leadership positions, it's that communication is the cornerstone off any great organization. Good communication leads to great collaboration, a healthy corporate environment and a well consolidated effort towards a common goal. E mails are an important part of this communication chain. However, like any other good thing, emails don't work for all situations. They have limitations. They have best practices in the corporate since. At this email etiquette is the subject of this course. A number of things need to be kept in mind so that the personal e mailing methods don't get confused with the formality of a business. Let email. In this course, we will delve deeper into what really is email etiquette. We will talk of what is acceptable in email communication in the workplace and how to make the most of this tool to express your thoughts. Clearly, we will also keep in mind that effective business communication is aimed at achieving a goal and how we can make it more effective with the right use of language and tone. By the completion of this course, he will be able to write well structured formal emails. You will be able to communicate with colleagues, Spears bosses and clients in the manner most appropriate and with the correct tilt off the language. He will also get to know off the best ways to handle attachments, email arguments and much, much more. Education is a journey. This course is not the final destination off how to write the best work emails. He will find one for yourself, for sure. Mine never here is to make the discovery off. What works for you slightly easier. I'm sharing what I've learned over many years and really hope that helps you get ahead in your career. So let's learn and let's communicate better. 2. Email Etiquette Chapter 0 Intro: email etiquette. What is etiquette, the forms, manners and ceremonies established by convention as acceptable or required in social settings? So what is a meal etiquette, A set of dues and Don's recommended for using email effectively. We will cover the tickets that you must follow while writing or replying to emails. This touches upon three media aspect. Why is email it to get important, how to be right and what to watch out for Through this process, we will touch upon a few elements of e mails, and those are the content in which we will cover the subject line salutation, message, body sign off and more dawn and language will cover the clear on error free composition and courteous communication. Then we will talk about structure in which we will see the guidelines, off line, length and spacing as well as message format. Finally, we will also touch upon managing emails, which is about responding to emails, one durability, housekeeping, taking it off line and some good practices. So let's get started 3. Email Etiquette Chapter 1 The Why: the why email etiquette is basically a set of dues and dunes recommended for using emails effectively. Communication is an important life skill that enables us to better understand and connect with people around us in businesses and work. The same communication happens over several electronic media and a lot over emails. It is inevitable. Hence, it's extremely important to follow certain guidelines using certain tickets. Have these four primary benefits. Professionalism. By using proper email language, you and your organization will convey a professional image efficiency. E mails that get to the point are much more effective than poorly worded emails. Clarity of expression. Construct an appropriate turn to avoid being misunderstood or misinterpreted. Protection from liability. Employ awareness off email risks will protect you and your organization from costly lawsuits. Even though these benefits might sound like great reasons to follow certain hemolytic, it's they are not the real why you should follow them. The real why is in the basics off how we communicate and the impact of it. There are three parts to how we communicate, what we see, the content or the words, how we see the voice modulation and soon on what expressions accompanied the body language and the gestures. Let me mention that the tune is very important here. It involves the volume, the emotion and the emphasis placed on words in a particular way. In fact, new linguists are proving that it's more about the tonality and less about the content. The same sentence can be said in a number of ways and give a completely different meaning every time. For example, let me take the sentence. Is he on the board? Notice how the tonality changes the meaning completely? Is he on the board? Is a completely shocked reaction. Is he on the board? Somebody was clearly irritated. Is he on the board? Somebody who's fearful what we say? How we say on what expressions accompanied. The combination of these three is what we use to communicate something differently. A single statement could have different interpretations based on what we say, how we see and with what expression, like we just heard in the example off is he on the board in face to face communication? What we see has only 7% impact. How we see God is a much higher impact of 38%. The expression or the body language is far more impactful and conveys 55% or what we want to say in an email communication how we see on with what expression don't exist. We have to convey everything with what we see. A meal doesn't have a face, so it doesn't have the voice modulation, expressions, body language to supplement. It has only words you need to make up for the limitations off your diction, tune and power of expression. That is why it becomes tricky. And that is why dedicates are important, especially in a business set up or work environment. Email is usually the way professional offices get their work done. 4. Email Etiquette Chapter 2 How and What: the how and the what. There are three dimensions, often email. What goes in the content? How is it expressed the dune and the language? How is it put together the structure like every good thing. An email also requires a balance of its compositions to be considered good. The content the email content has four bots, subject line salutation, message body and sign off. All of these are important parts of the content. 5. Email Etiquette Chapter 3 Subject Line: subject line must be entered. It must be. If you don't include a subject line, you are suggesting that her name in the from line is all that your recipient needs to consider and read your meal with priority that could come across as arrogant or, at the very least, thoughtless. Remember, your message is not the only one in your recipients. Mailbox subject line should be meaningful before you hit. Send. Take a moment to write a subject line that accurately describes the content, giving your reader ah, strong reason to open your message. If your subject line is weak, you have missed your first opportunity to inform or persuade your recipient to read your message. It's worst. If it's blank, it should provide a clue to the contents off the message. With this, you said the expectation and urgency right away. It helps the reader to set the priority off the message accordingly. Writing a subject line like Important Read immediately doesn't make the meal meaningful. What is important to you may not be important for your recipient, right? An infirm, a tive headline that actually communicates at least a core off. What's there in the mail? If the meal gap is an important piece of information, which you expect the reader read with priority. Then write a subject line that communicates the importance with little more meaning. For example, important food and cafeteria getting delete by one hour. Your mail could give further details. If what is important to you doesn't carry the same importance for the reader, she will not open the mail, but you have conveyed the message. After reading the subject line, the recipient immediately starts thinking about the delay, not about whether it will be worth it to open the meal. Let the recipient decide the email priority than you dictating it. The subject should be modified if the topic or content changes some right, the subject line first and then the male content. You always have a content in mind when you start writing your meal, so there isn't anything wrong in that approach. However, before you hit send, you must review your meal once again to see if the subject line is in alignment with the male body, especially when the topic of discussion changes and you have deviated from your initial content. Some subject lines are contextual, so if your recipient is expecting something from you like a file posed to Taliqan. Ah, subject line, like the file you requested is fine. But these kind of titles fall under the weak category and some spam meals. Even some Vitus guiding meals have such a subject line. If you write such subject lines, even if there is an image it context and you are sure that your recipient would recognize the subject line immediately, you are still risking some spam blocker to block them in a broad context. It's better that your subject line carries more specific text. Subject lines can be a short message itself example. Thanks, but writing quick question is not helpful. If your question is quick and short, then why not write it in the subject line itself, Subject line can be used for feeling on searching. That's another reason why it should be meaningful leader. In the course, we will talk about managing emails on keeping the subject line meaningful, which helps in better management off the mailbox 6. Email Etiquette Chapter 4 Salutation: a salutation is a greeting we use at the beginning often email a letter or note it should match with the tone off your message. The relaxed nature off our writings should not affect the salutation in an email. When you are in doubt, use more formal approach. Colloquial expressions like Hey, you guys, you or high folks on a big No no formal salutation may really, from culture to culture, many people have strong feelings about what you do to their names and how you address them . Hi, followed by the first name is the most used salutation in us, whereas Dear ism or British Approach, you could say Hi, James. If you intend to be a little more formal, you can go for high Mr Bond in case off lady colleagues, if you are not sure of their marital status, it's better to be safe and right Mrs. Instead of Mrs also never use Mr Miss Mrs with the first name using Hello. It's fine to its the British version of High. Some theories consider it warm, reassuring and just the right balance off familiarity and professionalism. If you do not know the person's name, which is pretty unlikely. In a business context, the safest way is to use greetings. Starting the sanitation with deer is also a common practice. Sometimes it may appear way too formal, and if you use dear than the best approach would be to use the last name like Dear Mr Bond in case of men, First name can follow deer, though it's quite old fashioned. A wide Hey, it's okay to use Hey with friends, but in business context, it's better to avoid it. Also use short forms of names only if you know that the person prefers it to see High Michael rather than using High Mike. Unless you are sure that Mike preface it. If you want addressing a team, use dear Team. Do not use dear all or high all. Also keep in mind that you must use a period after Mr and Mrs and a comma after the name or the surname. Never use the exclamation 7. Email Etiquette Chapter 5 Message Body: now comes the most important part of the meal, the message body. This is what you want to say, and this has to be right. You have your content and you know very well what you want to say. These guidelines are to help you structure your message appropriately so that it conveys everything right and in the same way as you have thought off. First of all, why are you writing? Are you responding to a request apologizing for an error on your part, asking for the recipient to take some action for you or simply providing some information? That purpose is important, and it will help you keep your message. Focus. Here are some guidelines which will help you structure your message appropriately. Use bullets or number your point in more complex messages where you provide instructions or to emphasize issues. Start with a clear statement off how many parts there are to your message. Split unrelated points into separate, purposeful emails. If the mail is long, then create an elevator summary. It's basically a brief, a one line somebody off the basic facts. It's also good practice to right up front that the mail is going to be long, along with the summary, so that your reader gets mentally prepared, especially when you have written on elevated summary on Gotcha. Rita Interested in your meal If you require a response from the reader and request her to respond in the first paragraph off your email, create headings for each major section that makes your email much more structured and heading. Helps your reader to decide whether to go into detail or to skip that part when sending an attachment. Indicate the file name for certain attachments. Indicate the program it is saved in on the version. Some servers block attachments with some particular extensions like dot e x E. If it's unavoidable and you have to attach it, then rename its so that it can get delivered. Make sure that you stated very clearly with instructions how to use that attachment. Use attachment policies as defined in your organisational set up. Avoid large attachments. Be aware that if you are sending a meal with an attachment to many people at the same time , you are spamming everybody's mailbox and multiplying the usage In all mailboxes. There are several alternative approaches to use instead, often attachment, like uploading to a server and sharing a link change the subject heading to match the content. When sending too many people, it is okay to address a person directly. Example. Hi, John, regarding the priorities As long as you know your purpose. Clearly, it's not an issue, especially in a situation where, even though you are addressing many people for information sharing purposes on bringing them to the same page, you may require a particular action by an individual, and it's fine to address the person directly when forwarding. Include a comment. If you cannot take the time to write a comment and why you are forwarding on what should the new receiver expecting the forwarded mail? Then why forward in the first place? Forwarded males could cause several confusions. One other business rule recommended is that when you forward a meal, don't forget to keep the actual sender informed. It's better to take permission before doing so, as she may not appreciate your further forwarding proof lead and edit all messages. It's a must, irrespective off who the recipient might be. Bad grammar and typos do not create a great impression. Spellchecker won't catch every mistake. At the very least, it will catch a few typos if you want sending a meal that will be read by someone higher up or if you're about to mass mail taken extra minute or two before you hit send. It won't be a bad idea to show a draft to a close associate in order to see whether it actually makes sense. Proof. Reading your mail helps in many ways. First of all, you get to look at city mistakes, and it helps you get your message refined. Do not discuss private issues in business emails. Do not wait till the end of the day to introduce a problem or a concern. It's lesser and email etiquette than a professional one. If you are aware of a problem and a concern, then why wait? Do not use email to settle scores. Trust me, there are better ways and means to do so. If you intend to Anything you write in an email, you leave an evidence not only with you but also in others mailboxes, and that could go on against you. Be kind. Don't inflame if you find yourself writing in anger or frustration, and you think email is the best way to went out, Take a break, go for a cup of coffee. Imagine someone tasted the same email outside your door the next morning. Would you like reading it? Would you like the language and the tune? Or would you be impressed by how you kept your cool? So do not right when you are not in the right state of mind and you are unable to think cleanly, show respect and restraint. Many of flame wars start because someone hit reply all instead. Off reply. Use BCC instead of Sisi when sending sensitive information to large groups. Always look at the recipient list to ensure that only the people who need to be copied on a message received your reply. It is a good practice to click, reply all and remove UN required recipients when you need to answer to a subset off all the original recipients. It is especially advised to trim out senior executives as they are more likely to be overwhelmed with emails in the first place. You also should exclude distribution lists that contain a large number of people who have no need off your response. Be tolerant off other people's dedicate blunders. If you think you've been insulted, called the line back to your sender and add a neutral comment such as I'm not sure how to interpret this. Could you elaborate? Do not send emails in a hist. Never put anything into an email that you do not want the world to know. 8. Email Etiquette Chapter 6 Sign off: sign off the function off a sign office to signal the end of a message. Every meal must have a sign off. Several etiquette consultants believe that emails are not conversations. There are letters. I personally disagree with it human form, a different opinion or align yours with the said statement. But as a matter of fact, e mails are evolving fast and are their own form of communication. They're both conversational and like letters. Here are some guidelines for signing off on an email your signature files as appropriate. Keep them short. Use name and designation, especially when you meal the first time home page address, please of business and work, address and phone end with thanks regards warm regards or sincere regards. Avoid oversized corporate logos. Sometimes we have no choice about this because our companies insist we include these things . But if they are too big when they draw the eye away from the message, do not use signature fires with important people, especially of the foreign size differs. Do not shorten regards as rgds. Do not include regards in the signature file. Do not sign off as obediently or faithfully etcetera. Do not use thanks in advance. Do not use initials such as D M, or why here are some sign off for reference. Best. This is totally safe, and experts recommended regards. It's fine, It's simple, and it's brief. I personally use this. Best regards it slightly more. Former. Use this when you want a note off. Formality your own name. Just find in many circumstances, probably not a good idea for an initial email. Thanks so much good. Use it, especially when someone like a colleague, a source. Someone with whom you have a business relationship but has put time and effort into a task or email hope. This helps in an email where you are trying to help the recipient, some less common ones rushing. This works when you really are rushing. It expresses humility and regard for the recipient in haste. Or it's a good when you don't have time to proof read. These are not the only sign offs use. There are several others, too. Like, for example, you might see this often these days sent from my iPhone. It explains brevity and typos and indicates that the mail was type on a phone. It's also an indication that you type this meal, not from your desk. Well, is it a good thing or a bad thing that can't be debated upon? Certainly it's acceptable. But for the business email purposes, the above list should definitely suffice. 9. Email Etiquette Chapter 7 Delivering Bad News: There are several types of messages you write in your email based on the need, but there are some which required a special mention. One of them is when you are delivering bad news. Deliver the news up front. Example. We have released the second version off our ex wives, that product for internal testing. Contrary to our earlier assumption, we will be required to conduct a round of performance testing. Consequently, the second release to the user base will be delayed by 15 working days. The revised release date will now be February 27th 2017. This clear the expectation and brings in more clarity among the team and the stakeholders do not put the blame on anyone. For example, we released the product since the Q and A team signed off testing and it didn't catch the critical bug and no inputs were conclusive. This has impacted the quality of the product, do not use ambiguous words, for example, likely to delay the project or try to meet your expectations or get back to you soon. These don't mean anything. Maintain a positive resolve. Everyone working in the organization collectively makes it move forward. Negativity doesn't help anyone 10. Email Etiquette Chapter 8 Complains: there is another one case which alternate dimension when writing complaints stayed the problem history clearly describing the context, for example, we have should yield a training program on email etiquette for the mid management team based on the understanding that the mid management team will train the team leads adequately. Also explain the earlier attempts made to resolve the problem. For example, we have arranged a series of conference calls with the team leads in an effort to get adequately trained. Explain why it is critical for the reader to get involved. For example, based on our current training, we can conduct a training program on hemolytic. It's We need your intervention to set the right expectations with our trainees include suggestions for problem resolution, for example. One option would be to provide trading in two faces third party tools, followed by application based training. We can also provide the training on third body tools remotely 11. Email Etiquette Chapter 9 Tone and Language: dune and language during a face to face communication. The tune and language. Same more than the actual content. But in case of a meal, it has no face. That is no voice. A male lacks the body language off in person communication. The words themselves carry more feeling. It's all in the language that creates the tone of the message. Tune is the quality new writing that reveals your attitude towards what you say and your recipient tone comes from your choice of words, the structure of your sentences and the order off. The information you present on because email messages are read quickly on inappropriate tone can distract your reader and obstruct your message. How you say it in an email is as important as what you say. Probably more like in face to face communication and inappropriate don't can cause of reader to ignore, delete or overreact to your message. 12. Email Etiquette Chapter 10 TL Keep Your Cool: keep your cool. There is a saying that if you can't be nice, don't say anything at all. Not that you have to be always sweet. And sometimes in business context you may be required to be tough, but you must be aware of the situation. And who are you writing to what impact it may create on what could be the repercussions. If you are angry or irritated this weed, it's not the right time to write a meal. E mails are easily forwarded. Hence, your recipient may forward your meal, and that's not going to make you look nice. Flames cause flames. If you use angry tone in your email, you are very likely to get a response in a similar tone in business. Your emails are owned by our employer. Some rule. The tone is right when you would have no hesitation sharing the same with your superior 13. Email Etiquette Chapter 11 TL Use Words Carefully: use words carefully where chosen words create a personal professional tune. In an email, he used a positive tone. For example, when you complete the report, Worse is if you complete the report, do not use smileys winks, etcetera and other graphic symbols and meals off serious nature. Also avoid abbreviations like BTW for, by the way, choose words because the gatti meaning to all readers. Some may not understand emoticons or abbreviations. Use contractions to add a friendly tune. For example, don't have owned? Can't etcetera avoid long sentences? Keep them to a maximum of 15 to 20 words. Use active voice instead of a passive voice. Passive voice may give rise to an ambiguous or misleading statement. For example, to release the project on time, all defects should be fixed or the scoop can be changed. Here. The actor is not specified. Hence the constructions should be fixed and can be changed. Contribute to the ambiguity. It's unclear whether the author tried to offer two different ways to solve the problem, like either fix the defect or change the school or tried to warn about an undecided result . Fix the defects, adds the scope will be changed. Ah, better way to right. This message will be released the project on time in one off the falling ways, one fix or the effects to change their scope. Passive verbs are not always wrong. When used rarely and deliberately, The passive voice serves an important purpose. When you wish to downplay the action, mistakes will be made on clients will be lost. The hard things are learned the hard way by some, or when you wish to downplay the actor. Two great managers were added to the feeling project all. When the actor is unknown, the victim was approached from behind and hit over the head and robbed. Use appropriate tens in an email check for spelling and watch for dramatic letters. Remember, the cultural differences when you write an email like Wow is considered to be an expression of excitement. Amazement for something happy in Asia, whereas it's used like a regular exclamation in the US So if you are writing a mere to an Asian, don't use wow for something which isn't necessarily happy, do not try and state a statement based on your own cultural influence, like bringing an Indian ism to a statement sounds weird. Example a dog. Steel is always bent is from an Indian seeing, but doesn't make sense to the international audience. Think in English, while putting thoughts effectively into words through fleet for errors, capitalize your sentences and use appropriate punctuation ins. When we speak, we can pause or emphasize certain words and phrases. Use different dune or body language to help people understand what we're saying. In our writing, we used punctuation to show pauses and emphasis. Punctuation marks help the reader understand what we mean. For example, the same statement can be read and interpreted differently, with or without the right punctuation ins, Saudi legs to eat chocolate hard dogs and broccoli. This statement, without any punctuation, can be interpreted as Sally Legs to eat hot dogs and broccoli covered in chocolate, the same statement with commas Sally like sweet chocolate hot dogs and Rock Lee. This means Sally actually likes the three foods. Chocolate hot dogs and broccoli. Do not use SMS language in your email. Take time to ensure that you are proud off the messages you send. Be careful about choice of words and phrases. Type onto others as you would have them type unto. You remember to be humane. We lose facial expressions, gestures and turn off voice. Go easy with the exclamation marks. Do not rely on exclamation points far too heavily when what you really need to do is go back to your words and try to make them convey precisely. Do not crack jokes or use sarcasm. Do not hesitate to apologize if you have mistakenly offended another person. Finally, do not forget. If your meal has a scoop of getting misinterpreted and misunderstood, it surely will be. 14. Email Etiquette Chapter 12 Structure: the structure. This is the discipline off, how you were in your message body, the real content that you expect someone to read. We have spoken about the Do's and Don's off the message body and the tone, but the structure is as important as its content. Even though the message is important. An ill structure, email or badly formatted email doesn't get attention. Keep these few things in mind as far as structure is concerned. Keep design length at 80 characters or less. Keep it at 60 characters or less. If your message is likely to be forwarded, set your email preferences to automatically wrap outgoing plain text messages. Keep the phone size between 10 and 12. Best to avoid any alternatives to the standard email form size. This includes foreign choice as well. Do not use phone types such as comic song serif. Use former foreign types. Typography and email is arguably more important than other design elements, since type is the one thing that is consistently rendered across all different email clients. Most email clients block images from first time senders by default, so your subscribers will almost always see the print content off her email before anything else human are Know what platform your recipient is on? These are your best bets for so sorry Forints. If you include these in your phone stacks, most people will see your message correctly. A view. Ariel Black, the Homa Tribbey, she m s and verdana These are your best bets for city funds. Korea. Could your New Georgia Dimes Times New Roman data? Not as many moons. Space phones with wide cross platform support. These are your best bets. Korea, Korea. Neil never type in all caps. This means you are shouting that is ruled. Neither. Write everything in Lukis that appears careless. Use color judiciously. Just look at this email body and think about the appearance of it. Does it look professional? Besides, the mix of colors and fonts creates inconsistency and retuning is required of the mind to read and interpret. You also need to be watchful about color blind people, as they may not see a particular color you have used in your email. Avoid unusual formats because the for Mac me not look professional, not translate between systems. You may want to look good with fancy formatting, but others may see only plain black be very hard to read and distract the reader from the message you could do better with hyperlinks. Don't base the link as it is in the email. The link could be long for an example. A bad way of doing this would be this. Check this out. But a really nice way of doing it would be like this. Check this out. A white Duminy graphics, especially slow loading ones. Most companies and email clients block these graphics to load to optimize the performance of the email climbs. These are some of the guidelines to follow that can help you write better emails and make them look professional. You will not master this overnight. This requires constant practice and diligence in following the guidelines. 15. Email Etiquette Chapter 13 Managing Emails: Now let's talk about how to manage emails and some miscellaneous dues, and Don's email is neither private nor secure. Flag your emails when you send confidential information. Do not send any message that you would not want appearing on the front page off a newspaper . Be aware that deleted messages me reside on the server for a long time. You are not anonymous, even if you set up a false Web address. Email contains invisible information about the sender and can be traced like a random pedestrian could reach into a physical mailbox and intercept envelopes. A curious hacker, a malicious criminal and your I T department can probably read any and all email messages in your work around. Do not send email to the wrong person. If you do by mistake, resend it to the right person, apologize their own recipient on request to delete the message. Avoid using personal email address for official purposes and vice versa. 16. Email Etiquette Chapter 14 ME Replying to others: replying to others. Respond only if needed and respond promptly. If you want to appear professional and courteous, make yourself available to your online correspondence. Even if your replies sorry, I'm too busy to help you. Now at least your correspondent won't be waiting in vain for your reply. Respond in a timely fashion. But keep in mind that sometimes email is too fast. Someone might request you for an image. It help and you respond as soon as you receive the mail. And after sending the meal, you realize there is another meal in your mailbox, which says that your colleague has already solve the problem. Urgency has other mediums to. For a resolution, use reply all judiciously. Maintain conversation threads by using reply instead off creating a new message in replying to threads you need not greet every time. Use courts to indicate specific material from previous messages. Avoid printing emails unnecessarily go green. If you have the meal in your inbox, it's already there and doesn't require reproduction into a paper. Delete. Read emails regularly from the in box to keep your inbox cleaner. Not that you need to delete all important meals, but different organizations may have a joule off mailbox size, and if you don't delete, you will soon reach the size gap. You may create a backup off your meal box in case you need to retrieve all emails. That way, it will help you keep your inbox clean. Delete unnecessary emails from the sent folder, for example, accepted meeting, request meals, etcetera. Most of the email plants have a rule to delete the scent. Accepted requests after the meeting has occurred. Use appropriate views to keep your email private in open offer situations. I have multiple email accounts for different purposes. If you have multiple email accounts, remember to check all of them. This may not be a common situation for all, and may happen only if you are handling different projects, client bases or initiatives. And there are specific ideas created for all apart from your own 17. Email Etiquette Chapter 15 ME Flaming: flaming Ah flame refers to an inflammatory or insulting message Sent wire email. 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. What you say cannot be taken back. It is in black and white. Before you send an email, ask yourself, Would I say this in a face to face meeting? Do not right When you are angry, calm down before responding to a message that offends you. Once you send the message, it is gone. Read your message twice before you send it. Your reader media tone differently. Do not use sarcasm. 18. Email Etiquette Chapter 16 ME Responding to Flame: in responding to a flame. Empathize with Sanders frustration and tell them they are right. If that is true, if you feel that you are right, thank them for bringing the matter to your attention. Explain what led to the problem in question. Avoid getting bogged down by details and mining arguments. If you are aware that your situation is in the process of being resolved, let the reader know at the beginning of the email I apologize if necessary. This takes your relation with your colleagues a long way. 19. Email Etiquette Chapter 17 ME When Emails wont work: when e mails won't work. There are times when you need to take your discussion out of the virtual world and make a phone call or have a face to face meeting. If meals are going back and forth, you are not heading anywhere. It's better to pick up the phone and save some time. If things become heated, a lot of misunderstanding occurs. Or when you are delivering very delicate news, then the best way is still face to face. In general. Avoid e mails in the following cases. Disciplinary action, conflict resolution. 20. Email Etiquette Chapter 18 ME Out of Office: out off office meals you must set up out of office automatic reply. When you are off, ensure that you write your D of return or your D of resuming work. It's a good idea to write about your backup and the coordinates of who can be contacted in her absence. Make sure you switch off your out of office auto response when you resume work. 21. Email Etiquette Chapter 19 ME General Guidelines: do Lord recall a message in case you sent a message by mistake, and you are not proud of the content or you sent it to the wrong recipients. Do not recall. By the time you recall, someone might have already led the message. Today, most people have multiple devices when they receive emails, and it's very likely that by the time you recall it's read by someone in case you have gotten into a situation where you feel the necessity off recall, it's better to send another email admitting our mistakes than recall in the email. Do not request delivery and read receipt. These are fine with personal emails. For official emails, it's a big no no, you don't create an environment of trust. If you do this, do not delete or modify messages in a message thread. This is like ordering facts. Remember, someone else might have the same meal with different content, and this might make you feel embarrassed, and your colleagues might start losing trust in you. Remember, you are responsible for what you write and you own it. Treat others as you would have them treat you these impolitic It's will help you getting better at your interpersonal relations in many ways, I said earlier, You won't master this overnight, but practice makes one perfect. Also, keep the cultural aspects in mind while following a magnetic. It's sometimes some guidelines may work in favor or against you, depending on the cultural set up you are in. It is better to be a very off those. Last but not least, writing an email is like writing on an official letterhead and you represent your organization.