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Email Etiquette is an essential consideration in email communications.…
Email Etiquette
is an essential consideration in email communications.
Email Account
Use only your office email account
Not for personal matters
threaten
security
if
viruses
are embedded
deems as
inappropriate
e.g: links to
jokes and entertainment videos
DO NOT
use your personal email for office matters
Reduces credibility
Reduces professionalism
Reduces information leakage
Unauthorised dissemination to unintended recipients
Lawsuits
Client-Customer Relationship
Using office email
suspicions
of abusing partnership to seek personal benefits
Sending and Replying Emails
Refrain from emailing someone when it is more effective to call
e.g: email only when you are unable to reach her/him on the phone or they are located near you
Do not
SPAM
thru "reply all" function
eg: responding to business lunch organiser on dietary preference.
No need to reply all for everyone to know your dietary preferences
Putting
CC
unnecessarily
eg: do not need to cc managers when seeking quotations from vendors
as no decisions are made yet
Avoid
BCC
Communications at work should be
OPEN & PROFESSIONAL
Might appear as a
tale-teller
and can adversely
affect
relationship
with colleagues
Language and Tone
Use proper english
Single word -
rude
and
commanding
e.g: "noted"
less
particular office
culture
=
acceptable
do not use
emojis
e.g: 😉😎😛
avoid being
emotional
unkind
words - just
ignore
, respond
matter of factly
DO NOT
(can mean intolerance or interpreted as shouting)
CAPITALIZE WORDS
use
exclamation
marks!! or question marks ????
ENLARGE
FONTS/
bold
texts
ensure no spelling and grammatical errors
be polished with your expressions
try to
sound positive
or
neutral
even when conveying less positive information
e.g:[
Positive
]- "Our delivery services are free if your order is more than $50"
e.g:
[ Negative ]
- "You must because your order is $30"
Setting Deadlines
cannot expect people to respond immediately/next day
set your timeline based on working days
email sent after office hours = email sent on the next working day
email sent on 4 November 8pm requiring a response within 3 days = response must be by 10 November
if working on rotational shifts, working days should be considered in context of recipents
Attachments
do not simply attach the document
must address the person
write a short note
NEVER leave the subject line & text box blank
refrain from attaching documents that are large in size
Ensure to zip the attachments
If graphics are not needed remove them first to reduce the file size
use cloud services if appropriate and safe
e.g: dropbox/flickr
have a short and proper file name that recipients can understand at a glance
helpful for more than 1 attachment in the same email
e.g: use Xmas Promo Proposal instead of XPP