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Email Etiquette (Email Account (Some companies track email history of…
Email Etiquette
Email Account
- Portrays poor image of you & company.
- Avoid using office account for personal matters.
- Improve credibility and professionalism of the message.
- Use only office email account when at work.
- Some companies track email history of staff and may have disciplinary consequences if the office account is abused.
e.g Making your transactions online with your office email may lead to suspicions of abusing partnership to seek personal benefits.
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Language and Tone
- Use proper English, free of spelling and grammar mistakes and be concise.
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- Avoid being emotional. Be professional.
- Sound positive or neutral even when conveying less positive info.
- Avoid capitalising words, exclamation marks, enlarge fonts or bolding your text.
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Attachments
- Never leave the subject line and text box blank with just the attachment.
- Ensure the files are zipped.
if recipients do not need to see the graphics, remove them to reduce file size.
- If possible, use cloud services such as Dropbox and Flickr.
- Have short file names that people can understand at a first look.
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Setting Deadlines
- Do not expect people to reply immediately.
- Set timeline based on working days.
- If working on rotational shifts, "working days" and "office hours" should be considered in the context of the receiver, not you.