0 Career Builder: Email Etiquette

Most of the students will start working in an MNC.

There were time where we laughed at some mails, which were written in very good English.

But, now its not time to laugh. Those things are important in communicating through emails. 

Do you like others laughing at your mails ? Do not give them a chance!

Do we all know the use of BCC and CC ? Know them first. 

I hope, you will follow the etiquette in your future mails.

Practice mailing properly, there will be a different view about you, where ever you work.

Please, do not hesitate. Others will criticize you in the beginning and wonders is it necessary to send mails by following all these. But, you must do it for your benefit!

I request you to go through it once. It hardly takes 2 minutes.

Thanks in advance!

The purpose of this mail is to highlight to you on the importance of email etiquette:

The only mode of communication in work place would be e-mails during the complete process.

It is good to follow high standards of email etiquette to ensure proper communication.

Frequency of Mailing:

1) It is courtesy to reply back / acknowledge the mails you get. So if someone shoots out a mail to you kindly ensure you revert at the earliest. (Revert - Reply)

2) If you are unable send a reply at least keep the sender updated by when you would revert to them. Else it may seem very rude!

Subject:

If you are posing a question to anyone. Please ensure an apt subject is chosen for the mail, this would be the attention gainer.

Reply or New Mail?

Let's assume there is a scenario where you are discussing multiple issues in parallel with me.

Kindly Reply back with the history of that mail. At office all of us receive a lot of mails the history of the mail would serve quick reference for the discussion in progress.

Reply All or just Reply?

If you shoot out a mail, kindly keep your team mates in the CC(Carbon Copy).Basically all the stake holders need to be kept in loop.

Body [Main Part]:

1) Keep your mail short(avoid beating around the bush) and try keeping your mail body it in points / short paragraphs and avoid 1 lengthy paragraph. At the same time, not a single word mail(unless it is personal or unofficial).

2) Format your mail by highlighting the necessary details.

3) Kindly re-check for spelling mistakes and grammatical mistakes prior to clicking the send button.

4) Avoid short form or SMS slang for words and ensure the mail body is not casual on tone.

5) If possible try categorizing your mail into sub-topics /sub-headings like this.

Attachments:

1) If you are sending out an attachment, give the attachment an appropriate name.

For eg : RAM_Resume.doc is a good choice, but My_Resume.doc is not.

2) Don't forget to attach the file :D

3) Try avoiding heavy attachments.(more than 2 MB)

Please ignore if you know this information already!

Have a great career ahead!