EMAIL ETIQUETTE

Ajay Kumar
Department of Computer Science & Engineering
DIT UNIVERSITY, Dehradun INDIA

Email : A 2 decades old now

Sending emails is
become very common
communication among
B2B, B2C, C2B, C2C
Email is an unique
identity to every
individual.
Email can be created free
of cost or by paying some
amount.

Email : All begins here(To, CC and

BCC)
To: for individual or set of individual
Who is required to act on the
email.

CC(carbon copy):

for those who

kept in the loop but are not required to act
on it.

BCC (Blind Carbon copy):

for sending the same email to people
whose identities you dont intend to
disclose to the people in the To and CC
field.
E.g.
If A wants B to delegate a job to C, B will
write an email to C and cc A. However, if A
doesnt want C to know that A is part of this
development, B will bcc A.
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Email: Subject Line

Subject is the dodgiest part of composing an email
It decides whether the receiver will junk your email, read it later, open it
instantly.
Keep the subject direct and noticeable.
Dont write spam-worthy subject like open-me, read-it, Hi
Good subject may be urgent meeting at 3 pm, Attn: Quarterly result,
Notice: New rules for attendance.

Email : Subject Line slip-ups to avoid (Cont)

Dont write everything in caps, its
rude
Avoid punctuation too.
Case selection like UrJeNt
MeETiNg At 3Pm are best left
for love mails.
While in the body, there is still a
scope to hit one or two typos;
in the subject line, there is no
room for it.

Email: Body of the copy

Make a courteous opening and closing
Since you are not God; It does not hurt to be warm.
Dont just jump to the purpose of email directly.

Email: Spell the name correctly

Never use Mr/Mrs/Ms with first name
(e.g. Jon Snow) Address him Mr. Snow ; not Mr. Jon
If not sure about gender of the receiver, politely ask if you would like
them to be addressed as Mr/Mrs/Ms.
There are lots of gender neutral and confusing names in this world.
e.g. Kim Male gender in Korea (a very popular name)
- Female gender in USA
Shawn - a popular name for ladies as well as gents

Email: Dont beat around the

bush
Emails are not meant to read like a novel Fifty shades of grey, So keep
it short and simple.
The body should
Clearly explain what you want from the receiver
Should be free from spelling and grammatical mistakes
Have proper spacing between the lines
Have the right tone ( read the email aloud before sending, it
really works)

Email : closing the mail

Its important to properly close an email
e.g.
Warm Regards
Thank you for your time
Sincerely yours
Looking forward to hearing from you
Be aware of closure using to whom;
There is no point sending a stinker to a sub-ordinate with a
Sincerely yours

Email: Include proper Signature

Technically your signature should mention everything thats written on
your visiting card, so when in doubt, go by this thumb rule.

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Email: Sending an Email

Dont send the email as soon as you are done typing.
Take your time, check the email for errors or incomplete information and
then send it.
Never write an email if you are angry or not experiencing the right set of
emotions.
e.g. Get Lost as a reply to Bosss stinker but not to be told anyways
Even an hour later, you feel your Boss is a jerk, feel free to write whatever
you want to.

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Email: Points to be remembered

You can take two hours to reply to an email that has been sent from the same time
zone.
Dont reply an email in the midnight. It makes you like a fool.
If you are sending a heavy attachment, zip it. Dont annoy someone by blocking
their inbox.
Dont reply all if you dont want to communicate with everyone else in the mail.
Acknowledge the email. Dont be silent on it. Noted, will do the needful are
some of the easiest ways to acknowledge.
Keep humor out of the email; you dont know how it will be perceived.
Dont use slangs in the email.
Lastly create a email ID that dont sound like cooldhoni@abc.com,
dude_its_me@xyz.com, lipstick_wali@abc.com,

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References
Times of India, Teck talk, Email Etiquette, July 26, 2015 SUNDAY,
kumar.saurav2@timesgroup.com

Reach me
Ajay Kumar
Email: kumarajay7th@gmail.com
Call me: +91-9557 562400

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