Email etiquettes | effective communication | rules for emailing | technomintstudy

priyanshu verma

 Rules of Email etiquettes 



Rules for Effective communication

  1. Get tone right.
  2. Value time while writing email
  3. Be structured and correct
  4. Avoid colloquial language

Email as a communication channel


  • Social loop is absent : facial expression, vocal tune & gesture.
  • Negative bias: sender the fees positive; receiver is neutral, when send the feels neutral ;receiver feels negative.
  • Email is kryptonite: every messages you send get automatically downgraded of few positively notches by the time someone receive it.
  • Effective Emailing requires upgrading the positivity of the language used.
  • The explicit about the emotional intent and considerate of the recepients feeling.

Use positive language:


  • Language is an effective tool in business relation building.
  • The more positive your language is, the batter relationship you will build.
  • Example - you can't take these peoples until I have had a look at them.
          As soon as I have gone through these                        papers you may take them.

Tone:


To abrupt:


❌ Please send me the file immediately.

✔️ Please send me the file immediately we have got a new director and he is keen to take a look at those.

To flowery:


❌ May I kindly ask if you had a opportunity to the view the report as submitted earlier ( attached for you quick reference).

✔️ Can you please review the report I sent you last week (attached).


  • Sometimes you can change the whole tone of an email by changing the emphasis from I to you.

Example:

❌We are happy to extend your credit limit of rs 2.5 lakh.

✔️ You can now spend up to rs 2.5 lakh on your HDFC credit card.

  • You is confrontational starts with I.
Example:

❌ You fail to sign in your cheque.

✔️ Your cheque Arrived without a signature.

Key Ingredient:


  • Use it for the right purpose
  • EnSure ease of reading
  • Show Respect for time
  • Maintain Professionalism and appropriate formality
  • Manage Emotion effectively

The page layout:


  • Reading on the computer screen is more difficult than reading from a people.
  • Use shorter paragraph to enhance readability.
  • Be brief, avoid long sentences.
  • Wrong sentences are not appropriate for any type of writing .

Concise subject line:

  • The subject clearly summarise is your email intention.
  • Keep it short.
  • Don't ever send an email without subject line.
  • Don't have high or hello unless purpose of your email is simply to say hello.
  • If your reply is not relevant to the subject line start a new thread with a fresh subject line which accurately reflect the content.

Use appropriate greetings:


  • A greeting should be the first line of your email followed by empty line and then your message body.
  • If you are a mailing someone for the first time "hi ( name)" should be preferred.
  • Salutation can be tricky especially if you are crossing culture.
  • It is safer to use MS instead of mrs. Or miss for a women.

Use appropriate language:


  • Don't Use smileys.
  • Not use abbreviation.
  •  do not use non-standard punctuation and spellings.
  • The linguistic shortcuts are the sign of friendly intimacy hands not considered appropriate for business email.
  • All caps means shouting, regardless of your intention people will interpret this as you are being aggressive.
  • Use active voice instead of passive.
  • Avoid colloquilism.

Proof read:


  • Lack of attention for detail is evident when spellings and grammar are poor.
  • Be more careful if the message is to a senior, a client or if it's a mass message.
  • Checker will only correct a few typos so do not depend on it.

Summary:


Do's


  • Use An informative subject line.
  • Being courteous is must.
  • Keep the key point of your message upfront.
  • Be Brief
  • Make it easy for a reader to reply yes or no or give a shorter answer.
  • End well with appropriate Next step.
  • Check thoroughly Before pressing send.
  • Make Yourself look good online because your email can be forwarded to anyone.
  • Respond promptly.

Don'ts


  • Never leave the subject line blank
  • Don't use all capital letter
  • Avoid emoticons and abbreviation.
  • Don't send without checking mistake
  • Don't assume that people have time to read your entire message.
Example of brief and warm email: