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Business Correspondence & Job Search: Email Etiquette (Language and…
Business Correspondence & Job Search: Email Etiquette
Email Account
Office email account
is your official representation of the company
increases credibility and professionalism
increases security
use of office email for personal use
portrays a poor image of you and the company
lead to unnecessary misunderstadning of in appropriate behaviour
Language and Tone
use proper english
Do not use single word reply, unless it is a culture in the company
Do not use emojis
Do not capitalise words
Free of spelling and grammar mistakes
Avoid being emotional
Be polished with expressions
Attachements
Do not simply attach document , fill in subject line and text box
Refrain from attaching large sized documents
Ensure to zip documents before sending
Use cloud services, where appropriate and safe
Short and proper file names
Setting deadlines
reasonable timeline, do not expect immediate work
Set timeline based on practicality
emails sent after office hours mean email is sent on the next working day
In the case of rotational shift, "working days" should be considered in terms of recipient
Sending and replying emails
only email when unable to reach him/her in the phone
habit of giving a reply when working on a response
Spamming acts include "reply all" and unnecessarily "cc"
Avoid "bcc"
Part B) Fill in the blanks
4.2 Sending and Replying emails
When you send an email to someone for the first time, identify yourself and state the purpose of the email first
Have the habit of giving an information/attachment
A deadline offers an update and assures the recipient that you are working on the matter.
4.3 Language and Tone
Courteous phrases or communication are appreciated
4.4 Setting Deadlines
If you work on rotational shifts, the ‘working days’ and ‘non-working days’ should be considered in the context of the recipient, not you
Set your timeline based on the relevant company’s operating hours
Part C) 3 points you knew/never knew in email etiquette
Email account
Personal account should separate from working account
There are actually security concerns of information leakage which may lead to chaos. EG: Lawsuits damage company image
Attachment
Notify recipient that there is an attachment and if there are too many files, put it in zip folder EG: “Please see attached file for more information.”
Large MB size files should use other software like google drive or drop box to show more professionalism
Language & Tone
Tone of email used is crucial EG: one-word reply to acknowledge the email might seem okay to the sender but to the receiver, they might find it rudeSentence should be simple, concise and to the point
Sentence should be simple, concise and to the point
Avoid using CAPSLOCKS for the entire email or punctuations like exclamation marks which shows that we are shouting
Always use pleasantries such as ‘Thankyou’ and ‘Please’ to show politeness