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  • Business email etiquettes

    Radhika Deshpande

    Member

    Updated: Oct 25, 2024
    Views: 1.1K
    A company needs to implement etiquette for the following three reasons:
    • Professionalism
    • Efficiency
    • Protection from liability
    Following are rules and regulations of email etiquettes :

    1. Subject Line :
    • Should have minimum words
    • Should be grammatically accurate
    • Never have just an FYI
    • Always have reference whenever required
    • Give the reader accurate picture of what the mail is
    2. Salutation :
    • Fresh mail always start with salutation trails however need not have any salutation
    • Acceptable salutation
      • Hi Sadana
      • Dear Mr. Joshi (only for extremely formal mail)
      • Dear Rajesh
    3. General Format: The Basic :
    • Try to keep email brief (one screen length)
    • All content should be left aligned and not indented.
    • As for as possible to use bullet and point or short paragraph.
    • Format your emailfor plain text rather than rich text.
    • Use font that has professional or neutral look.
    • Keep Backgroud plain.
    4. Paragraphs :
    • Avoid writing in paragraph where possible
    • Use topic sentence to begin your paragraph.
    • Give the paragraph movement ( i.e Use Active Voice )
    • Average length of a para is 6 lines. However in emails one line para are acceptable.
    5. Numbers :
    • Spell small numbers out
    • Dont start the sentence with numeral.
    • Centuries and decades should be spelled out.
    6. Bullets and Numbering :
    • Use bullet and point to explain your view effectively.
    • Use number or letter to indicate sequence or importance.
    • Use numbering when appropriate.
    • Try combination of numeric and letters for complex issues.
    7. Emphasize the begining :
    • Make bullet points consistent.
    • Avoid making bullet points so long.
    • Be sure bullet points are related.
    • Begin with action verbs when possible.
    8. Tables:
    • Easy to read
    • Neatly placed information.
    • Can be indexed.
    • Breaks monotony.
    • Adds visual elements.
    9. Picture:
    • Picture speak a thousand words.
    • Create lasting impression.
    • Add clarity to written communication
    • Can work as diagram.
    10. Tone :
    • Write in a positive tone.
    • Avoid negative words.
    • Use contractions to add a friendly tone.
    • Try the direct route.
    • Avoid aggresive tone.
    11. Fonts and Cases:
    • Using all CAPS can seems like you are yelling.
    • Only use all CAPS when trying to make a point.
    • Using all lower cases letters looks lazy.
    • Use bold formatting to emphasize important words.
    • Use black or blue colors for standard emails.
    12. Attachments:
    • Avoid attachments if possible.
    • Do not include unnecessary files.Delete attachments while forwarding emails if possible.
    • File name should indicate the content of the file.
    • If there are more than 1 attachment, a list of attachment and a brief about them can be included in the email.
    13. The Importance of Proofreading:
    1. Read your email at least 2 times.
    2. Use grammar and spell check.
    3. Look for conciseness and clarity.
    14 .While Replying:
    1. Make the effort to reply point to point
    2. Try and reply within 24 hrs.
    3. Remove parts of the previous mails that no longer apply to your response.
    4. Dont just type your message and hit reply.
    5. Keep only neccesary in loop.
    15. While Ending:
    1. Do mention the action item.
    2. Use professional signature.
    0
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Replies

  • vishnu priya

    Member • Sep 21, 2011

    Ya another etiquette is that one should reply to the mail that he/she gets within 24 hrs of time.
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  • Ramani Aswath

    Member • Sep 30, 2011

    This may be an addendum:

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