Email Etiquette - An essential consideration in email communications.…
- An essential consideration in email communications.
Avoid using office email for personal matters as can threaten the security from viruses.
Remember that this is your official presentation to the company.
Remember that information leakage to unintended recipients can lead to lawsuits
Do not abuse the use of your office email account as disciplinary action can be taken against you.
Inappropriate use of office email may lead to unnecessary misunderstanding
Sending and Replying Emails
Avoid emailing when it is more effective to call directly
Introduce yourself first when sending an email for the first time
Be mindful not to spam others when clicking "Reply All"
Refrain from putting others on cc unnecessarily
Refrain from using bcc
Avoid emailing when calls are more effective.
Keep in mind to update recipients when working on a response.
Have the habit of giving an update when you are working on a respond that your recipient is expecting
Language and Tone
Use proper english and full sentences
Avoid replying in a single word
Do not use emojis
Refrain from being emotional at all times
Do not capitalise words, use exclamation marks, enlarge fonts, or bold texts
Be polished with your expressions, try to sound positive or neutral even when conveying less positive information
Ensure the emails are free of spelling and grammatical mistakes
Excessive punctuation marks may seem intorlerance
Set reasonable deadlines
Set timeline based on office hours
Set your 'working days' and hours in email if working on rotational hours
Do not expect immediate replies
Do not leave the subject line and text box blank
Avoid attaching documents unnecessarily
Ensure all attachments are zipped together before sending
Make use of cloud services where appropriate and safe eg. Dropbox or Flickr
Aid recipients in understanding by having short yet proper file names
Ensure that the recipient is addressed and write a short note