Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

E-Mail Etiquette

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

E-Mail Etiquette

eti·quette (et′i kit, -ket) The forms, manners, and ceremonies established by

convention as acceptable or required in social relations, in a profession, or in official life

It's not so much our own good manners, but making other people feel comfortable.

Proper conduct or manners for producing an e-mail message is called netiquette Etiquette for the Internet.

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

E-Mail Etiquette

Keep emote icons to a minimum Always use your official email Id to interact with

your colleagues/classmates. Use appropriate names. Some of the user names

that are not acceptable are, Coolguy1990 handsome_hunk Sanjay.9886899999 jayakrishnan jayakrishnan

Some of the most preferred email id formats FirstName_SecondName@xyz.com FirstName.SecondName@xyz.com

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

E-Mail Etiquette

USE IT !!

• Always Use spell checking.

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

E-Mail Etiquette

If there are multiple files to be sent as attachments. Zip them !! Reduces file size Protects against firewalls stripping attachments Help group multiple files into various sets.

Also ZIP is preferred over RAR format.

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

E-Mail Etiquette

Be sure to complete the subject line of the email.

Do not use the following as subjects: [blank] Hi, Hey, Hello, How are you? FW: FW: Re: [Old subject line]

Write short and catchy headlines in the Subject

to entice people to read the e-mail. When no subject is included, some e-mail

services deliver the message to junk mail

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

E-Mail Etiquette

Also, do not capitalize (i.e, ALL UPPERCASE) unless you really mean it.

Capitalizing all letters is considered “shouting” or flaming.

“CALL ME” and “call me” are interpreted differently by the recipient.

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

Email Etiquette

CC Carbon Copy / Courtesy Copy a feature for sending an original message to the

prime recipient and to other interested parties. When using CC, all recipients see who is receiving

the message.

Who qualify to receive a mail in CC ? Any person who does not directly interfere in the

conversation but has to be informed. Usually reporting managers/superiors are marked

in the CC.

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

Email Etiquette

BCC Blind Carbon Copy Addresses are added to the delivery list but not

listed in the message data, remaining invisible to other recipients.

BCC recipients will be invisible to other recipients.

When to use the BCC option ? Plain old secrecy Copying yourself Privacy

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

Email Etiquette

E-mail is an official written document. Do not write something that you would not say to the

recipient in person. Consider e-mail a formal message, and keep it professional.

Avoid acronyms (abbreviations using the beginning letters of words) because not everyone will know the meaning

BFF = best friends forever HAGW = have a good weekend

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

Email Etiquette

REPLY to ALL Avoid doing a reply to all when mail involves group mail

Id’s. Do not REPLY to ALL for congratulatory mails

especially when mailing to superiors.

Jayanth JagadeeshAsst. Director – Outreach

ISiM - Mysore

Email Etiquette

Email Signatures It is considered good netiquette to keep your signatures short,

usually under 6 lines. Signatures may include ones email id, designation,

organization, mailing address, telephone number etc. Include a quotation only when relevant.

Unacceptable quotations types include, If you even dream of beating me you'd better wake up and apologize. -

Muhammad Ali Baadlon ki zid thi bizlian giraneki, Humari zid thi aashiyan wanhi bananeki They keep saying the right person will come along, I think mine got hit by

some truck I'm not old enough to understand girls. I don't think anybody ever gets that

old