Keep it short, professional and objective.

NEED OF E-MAIL ETIQUETTES

• Professionalism: by using proper email language your
company will convey a professional image.

• Efficiency: emails that get to the point are much more

effective than poorly worded emails.

• Protection from liability: employee awareness of email

risks will protect your company from costly law suits.
 What are the etiquette rules?
• Be concise and to the point: Do not make an e-mail longer than
it needs to be.

• Answer all questions: An email reply must answer all

questions, which will not only save yours and you customer’s
time but also your customer will be impressed with your
efficient service.
• Use proper spelling, grammar & punctuation: Improper
spelling, grammar and punctuation give a bad impression of the
school, it is also important for conveying the message properly.

• Make it personal: Not only should the e-mail be personally

addressed, it should also include personal i.e. customized
content.
• Use templates for frequently used responses: Some questions you get
over and over again, Save these texts as response templates and paste
these into your message when you need them.
• Answer swiftly: Each e-mail should be replied to within at least 24
hours, and preferably within the same working day.
• Any queries to contact@mountcrestacademy.edu.in should be responded
within 24 hours as per new policy change.
• This should be administed carefully by the admin.
• Do not attach unnecessary files: Wherever possible try to
compress attachments and only send attachments when they
are productive.
• Use proper structure & layout: Use short paragraphs and
blank lines between each paragraph. When making points,
number them or mark each point as separate to keep the
overview.
• Do not overuse the high priority option: If you overuse the
high priority option, it will lose its function when you really
need it.
• Do not write in CAPITALS: 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.
Use the Subject Line wisely
• Add a brief, accurate subject line to your email.
• It’s a good idea to state which class and assignment your email
is about.
• For Example
• Subject: Grade 3 - English FA1 Question Paper

•
Do not use abbreviations or slang
• An email is not the same as texting. Don’t use abbreviations.
• Don’t use slang words when writing an email to a teacher,
official or someone older than you
• hey mrs. smith:
• i just cant get it 2gether 2 get all my stuf dun this week. Could
u cut me sum slack on the due date 4 tht essay?
• Keep it short and to the point
• Dear Mrs. Smith:
I would like to submit my assessment sheets on Monday as I will
be unable to hand it in on Friday.
• Don't leave out the message thread: When you reply to an
email, you must include the original mail in your reply, in other
words click 'Reply', instead of 'New Mail'.
• Add disclaimers to your emails: It is important to add
disclaimers to your internal and external mails, since this can
help protect your company from liability.
Do not use Capital Letters

• When you use ALL CAPS it conveys the feeling of anger

or shouting to most people.
• Also, do not use too many exclamation points!!!!
Dear Mrs. Smith:
I CAN’T POSSIBLY GET MY ASSESSMENT PAPERS DONE
BY FRIDAY! THERE’S JUST NOT ENOUGH TIME FOR ME
TO GET IT DONE!!!!!!!
Read over before you send
• Make sure you have no spelling errors or grammatical
mistakes.
• Be sure you have not made your email too emotional or
angry.

Dear Mr. Smithe:

I am just tearing my hair out trying to figure out how to tell you that
I can’t finish my essay in time. I am totally freaking out!
• Take care with abbreviations and emotions: In business emails,
try not to use abbreviations such as BTW (by the way) and
LOL (laugh out loud). If you are not sure whether your
recipient knows what it means, it is better not to use it
• Use active instead of passive: Try to use the active voice of a
verb wherever possible. For instance, 'We will process your
order today', sounds better than 'Your order will be processed
today'.
• Avoid using URGENT and IMPORTANT: Even more so
than the high-priority option, you must at all times try to avoid
these types of words in an email or subject line.
• Avoid long sentences: Try to keep your sentences to a maximum
of 15-20 words. Email is meant to be a quick medium and
requires a different kind of writing than letters.
• Don't send or forward emails containing libelous, defamatory,
offensive, racist or obscene remarks: By sending or even just
forwarding one libelous, or offensive remark in an email, you
and your company can face court cases resulting in multi-
million dollar penalties.
Attachment
• When you are sending an attachment tell your respondent
what the name of the file is, what program it is saved in, and
the version of the program.
• “This file is in MSWord 2000 under the name “LabFile.”
• Save attachments with appropriate name.
Carefully decide who will see your email

• Be careful not to click on Reply All when you do

not want everyone to see your reply.
• When you click CC, the person you reply to will be
able to see who you are sending a copy to.
• When you click BCC, the person you reply to will
not see who you are sending a copy to.
 Keep it polite!!!
• Be polite—do not use insulting language.
• If you are upset wait until you have calmed down
to send an email.
Email is not confidential—do not provide very
sensitive or private information in an email
• Do not discuss delicate personal problems in an email. It is to
speak in person about things like this.
• Do not put anything in an email that you would not want many
other people to see.

Dear Mrs. Smith: I need to set up a convenient time to come talk to you after
class.
When your message is long
• Create an “elevator” summary.
• Provide a table of contents on the first screen of your email.
• If you require a response from the reader then be sure to request
that response in the first paragraph of your email.
• Create headings for each major section.
• An elevator summary should have all the main components of
the email.
“Our profit margin for the last quarter went down 5%. As a
result I am proposing budget adjustment for the following
areas…”
• Table of contents
“This email contains
A. Budget projections for the last quarter
B. Actual performance for the last quarter
C. Adjustment proposal
D. Projected profitability”
 Writing a complaint
• You should briefly state the history of the problem to provide
context for your reader.
• Explain the attempts you made previously to resolve the
problem.
• Show why it is critical for the problem to be resolved by your
reader.
• Offer suggestions on ways you think it can be resolved or how
you are willing to help in the matter.
 Poor Emails
• No subject
Maintain Consistency in subjects
Good Emails
Use Smart Subject Lines
• Good Subject Line Examples
 FYI ONLY: Meeting minutes from 3/14 discussion
 WSR: Joe Smith – Operations WW17
 DISTRIBUTE: Program POR updated & related information
 AGENDA: Staff meeting Thurs 3/12 10:00 pm
 Mary: I will attend the WW FTF & present summary. (EOM)
• Poor Subject Line Examples
 Weekly Minutes
 Daily Report
 Here are the URLs
 Re: presentation
 (blank subject line)
 Unrelated subject line – sending an email with an old subject line that does not relate to this message
When email wont work
• There are times when you need to take
your discussion out of the virtual
world and make a phone call.

• If things become very heated, a lot of

misunderstanding occurs, or when you
are delivering very delicate news then
the best way is still face-to face.
Font:
• Use standard font throughout the message content
• Avoid colored fonts in a professional email
• Be very specific with the use of bold, italic or underline font style
• Keep the size of the font visible and constant
• Paragraph and line spacing should be legitimate and visually appealing
• Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ instead of ‘why’,
‘r’ instead of ‘are’, etc)
Sign off with your full name
• You should sign off with your full name, and not
your nickname when writing to the principal,
parent or other official person.

Sincerely,

Syed Athiq Pasha