email etiquette in professional communication ppt by vijayreddy.ravipati

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									Email etiquette and its role in
professional communication
Why do we need email etiquette?
A(n) student(employee) needs to implement
etiquette rules for the following three reasons:
 Professionalism: To project a professional
 Efficiency: ‘To the point’ mails are much
   more effective than poorly worded emails.
 Protection from liability: Awareness of
   copyright rules while sending emails will
   protect the sender from costly law suits.
 What are the etiquette rules?
Rules will differ according to the nature of
your business and the corporate culture.

In the following slides, we will see few of the
important email etiquette rules.
Be concise and to the point
Reading an e-mail is harder than reading printed
communications and a long e-mail can be very
discouraging to read.
Answer all questions, and pre-
empt further questions
 Answering   all the questions in the original
  email will reduce further e-mails
 Saves your time and the recipient’s
 Shows impressive, efficient and thoughtful
  work ethic
Use proper spelling, grammar
and punctuation
 To convey the message properly
 No full stops or commas can sometimes
  even change the meaning of the text.
Answer swiftly
 Emails  should be replied to, within at least
  24 hours.
 If very busy, acknowledge and say you will
  get back.
 This will put the mailer's mind at rest and
  usually, they will then be very patient.
Do not attach large files
 This will crash the e-mail server
 Always compress attachments to minimize
  the size
 Scan for virus before sending attachments
Do not always write in CAPITALS
 Writing  in CAPITALS means you are
  SHOUTING or emphasizing
 Might trigger an unwanted response in the
  form of a flame mail.
Do not overuse emoticons and
 Recipient  might not be aware of the
  meanings of the abbreviations (LOL, IMHO,
  BTW) and are generally not appropriate
 The same goes for emoticons, such as the
  smiley :-)
Do not forward chain letters
 Most  of them are hoaxes with a few
 Delete such mails as soon as you receive
Do not copy a message or
 attachment without
    Could result in copyright infringement
Use a meaningful subject
 Try to use a subject that is meaningful to
  the recipient as well as yourself.
 Helps stand out from SPAM
Avoid using URGENT and
 Only  use unless really urgent or really
 Restrict using it while sending to
 If overused, will lose meaning
Use cc: field sparingly
 Unless all the recipients know why they
  are receiving the message.
 Can be confusing as the recipients might
  not know who is supposed to respond
 Unless you have a particular reason for
  wanting this person to see your response.
 Thank you 

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