Scribd Logo
Upload

Welcome to Scribd!

  • 243 views

    EMAIL Etiquette Notes

    Uploaded by

    Nihal Bhatia
    The document provides information on the history and advantages of email. It discusses etiquette and legal risks when sending emails. Some key points include: Ray Tomlinson invented networked email in 1971 using the @ sign; email allows easy communication and file sharing; inappropriate tone or flaming can damage business relations; and carefully planning, writing, and proofreading emails helps ensure professionalism.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd

    EMAIL Etiquette Notes

    Uploaded by

    Nihal Bhatia
    243 views9 pages
    The document provides information on the history and advantages of email. It discusses etiquette and legal risks when sending emails. Some key points include: Ray Tomlinson invented networked email in 1971 using the @ sign; email allows easy communication and file sharing; inappropriate tone or flaming can damage business relations; and carefully planning, writing, and proofreading emails helps ensure professionalism.

    Original Title

    EMAIL etiquette notes

    Copyright

    © © All Rights Reserved

    Available Formats

    PPTX, PDF, TXT or read online from Scribd

    Did you find this document useful?

    Is this content inappropriate?

    The document provides information on the history and advantages of email. It discusses etiquette and legal risks when sending emails. Some key points include: Ray Tomlinson invented networked email in 1971 using the @ sign; email allows easy communication and file sharing; inappropriate tone or flaming can damage business relations; and carefully planning, writing, and proofreading emails helps ensure professionalism.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    243 views9 pages

    EMAIL Etiquette Notes

    Uploaded by

    Nihal Bhatia
    The document provides information on the history and advantages of email. It discusses etiquette and legal risks when sending emails. Some key points include: Ray Tomlinson invented networked email in 1971 using the @ sign; email allows easy communication and file sharing; inappropriate tone or flaming can damage business relations; and carefully planning, writing, and proofreading emails helps ensure professionalism.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    You are on page 1of 9

    EMAIL WRITING & ETIQUETTE

    DNS/ SEMESTER-1
    BRIEF HISTORY OF EMAIL

    • Electronic mail (email or e-mail) is a method of exchanging messages or mail between


    people using electronic devices.
    • Origin: The very first version of what would become known as email was invented in
    1965 at Massachusetts Institute of Technology (MIT) as part of the university’s
    Compatible Time-Sharing System, which allowed users to share files and messages on
    a central disk, logging in from remote terminals.
    • Ray Tomlinson is credited as the inventor of networked email; in 1971, he developed
    the first system that was able to send mail between users on different hosts across the
    ARPANET, using the @ sign to link the username with a destination server.
    • Emails are an efficient way to communicate information in a well-presented, easy to
    read and professionally appropriate manner.
    ADVANTAGES OF EMAILS

    • Productivity tools: Email is usually packaged with a calendar, address book, instant messaging, and
    more for convenience and productivity.
    • Access to web services: If you want to sign up for an account on social media or order products from an
    e-commerce site, you will need an email address so you can be safely identified and contacted.
    • Easy mail management: Email service providers have tools that allow you to file, label, prioritize, find,
    group, and filter your emails for easy management. You can even easily control spam, or junk email.
    • Privacy: Your email is delivered to your own personal and private account with a password required to
    access and view emails.
    • Communication with multiple people: You can send an email to multiple people at once, giving you the
    option to include as few as or as many people as you want in a conversation.
    • Accessible anywhere at any time: You don’t have to be at home or in office to get your mail. You can
    access it from any computer or mobile device anywhere in the world as long as it has an Internet
    connection.
    LEGAL RISK OF EMAILS

    • You send or forward emails with offensive content.


    • You send an attachment that has a virus.
    • You forward the sender’s email to another person without permission.
    • You try to forge others’ emails or send emails from others’ accounts.
    • You try to conceal your identity from the receivers when sending email.
    • You copy a message belonging to another person without permission.
    ​E MAILS ETIQUETTE: WHY IS IT
    IMPORTANT?

    • Netiquette is a combination of the words network and etiquette and is defined as a set of rules
    for acceptable online behavior.
    • It projects you/ your company in a favourable light
    • Well drafted emails get the point across & gets the job done​
    • ​Professional emails shows respect for others, their time and their work.
    • I​ nappropriate tone in emails can lead to misunderstanding/ misinterpretations and hamper
    business relations.
    ​F LAMING

    • ​Flaming - a hostile and insulting interaction between email users, often involving the use of profanity.
    • Typically, it may contain profanity and indicate complete disrespect​for the recipient.
    • Even messages with ​words comprised of all uppercase letters, excess use of exclamation marks can
    also be interpreted as Flaming.
    ​Controlling Flaming
    • Before sending a message across, ask yourself, "Would I say this to the person's face"?​
    • Make sure you are calm and composed before responding to a message that has triggered you. Resist
    the urge to respond immediately​
    • Proofread multiple times before sending- check not only lexical elements but also tone.
    GENERAL POINTERS TO WRITE EFFECTIVE EMAILS-
    1

    • Plan your message- The rules of texting do not apply to emails.


    • Never leave the subject line blank; use the subject line to convey information accurately
    • Keep your message short, clear and direct. (3 paragraphs/ 4-5 sentences per paragraph/ 80
    characters per line/one screen length).
    • Use a professional font (Times New Roman, Ariel, Calibri) and professional colours (black or
    dark blue) and a font size between 10-12.
    • Don't type your entire message in lower case; it indicates lack of attention to details.
    • Don't type your message entirely in capitals; it is considered to be akin to shouting.
    • Do not assume your reader will interpret humour or sarcasm accurately.
    • Excessive hedging is not looked upon favourably. The right amount of polite phrases create a
    polite and professional tone, but too much of it can seem tedious and pretentious.
    GENERAL POINTERS TO WRITE EFFECTIVE
    EMAILS-2

    • Ensure you CC all relevant recipients- It is unprofessional to leave out a colleague or client from
    a relevant email chain. Be mindful of who should be informed about a given matter and respect
    that.
    • Reply to your emails- Replying to an email is an important part of good etiquette.
    Acknowledging you received the email but will get back to the sender at a later time is a
    professional alternative to ignoring or avoiding certain emails.
    • Use the appropriate level of formality- For instance, begin with “Dear Mr/Ms. _____”. Direct
    language sounds harsher in email than in person, so use “please” and “thank you” where
    necessary, and always end your email with the appropriate phrase, “Kind regards”, “Thank you”,
    “Sincerely” etc. Do not use conversational language.
    • Proofread your message before sending it and assume accountability- Check spelling(esp.
    recipient's name/company name /sentence structure/ punctuation). Ignoring these compromises
    your professionalism and the credibility of your email.
    GENERAL POINTERS TO WRITE EFFECTIVE
    EMAILS-3

    • While forwarding, change subject heading to match the content of message​.


    • If you are angry, take a few minutes to cool down before sending an email. Flaming messages
    can cause irreparable damage. And once sent, a message cannot be taken back. Also be aware that
    everything you write is in the public domain.
    • D
    ​ o not discuss private concerns and issues on public platforms/ mailing lists- if there is a conflict
    with one person in the group, speak privately to resolve it.

    You might also like