Email Etiquette

Disclaimer

This is a training class and not a “LECTURE”. I hope you will interact

with me and you will all bring forward your questions without feeling

discomfort.

When is it appropriate to send an email?

• When you need to relay a short amount of information quickly.

• When the client isn’t responding to your calls

• When you want to ensure a record of your conversation

• When you need to set up an appointment, a meeting or request a finance approval

You “Must” Email.. Always!?

In our times where memories are weak and search buttons are the saviours, we are encouraged to document all important conversations on email to be safe later.

Always remember that this is a secret weapon used by the “Not So Lazy” others!

Writing Effective Emails

• Keep it short• Keep it polite yet formal• Address the concerned• Use the right Subject• Make your email searchable• Highlight important deliverables• Use the Spell Check/Grammar Check button• Acknowledge your emails• We are consultants: try and make your emails

“suggestive”

More on content..

• Get to the point• Be clear about the response you expecta) Answer to a questionb) Arrange an appointment• Separate your promises from your requests• Do not write in CAPITALS• Use of Receipt Request• Attachments

Identifying the “Polite” in your email

• Try to avoid Intonations and facial expressions• “Please” can help, but can sometimes sound

pushy• Use expressions of possibilityExamples: a) Could you please send me your comments?b) Would it be possible for you to send me your

comments by tomorrow?

Attention! • Emails can be misunderstood • If you’re upset by an email, wait before

responding• If you are writing a very important message,

fill in the address LAST. That way, you can’t accidentally send the message before you’re ready.

• Consider leaving the message in your “drafts” box for a day and then editing it again before sending

ActivityEmail 1: Requesting information

ActivityEmail 2: Addressing multiple people

ActivityEmail 3: Answering queries

Addressing multiple requests.

Share with us an example of one email that you thought was difficult/rude/poorly written and tell us how you responded to that email.

“Your email etiquette will define your place in the corporate world. Keep it simple and practice to

keep it original.”