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Email Ettiquette (Setting Deadlines (set reasonable timeline for response,…
Email Ettiquette
Email Account
Handling personal matters
do not use office account
do not include disseminating links/attachments
do not use personal email - may cause misunderstanding
remember that companies may track email history of staff
Sending and replying emails
call if it is more effective than emailing
introduce yourself when emailing someone for the first time
give an update to recipient who is expecting one - email
email recipient for reassurance on relevant matter/issue
avoid using 'bcc'
be mindful - do not unnecessarily use 'cc' or 'Reply All' options
Language and Tone
Do's
use proper English
formal and polite tone
"I have noted the correction" - sounds less rude
ensure emails are free of spelling and grammar mistakes
sound positive/neutral
Do Not
use emojis
be emotional
capitalise words
use exclamation marks
enlarged fonts
bold texts
Setting Deadlines
set reasonable timeline for response
set timeline based on working hours - emails sent after office hours are read the next day
‘working days’ and office hours/ working hours should be considered in context of recipients
Attachments
Do's
address person
write short note if attaching document
ensure attachments are zipped
use cloud services (eg. Dropbox)
remove unnecessary graphics to reduce file size
have short but proper file names
Dont's
leave subject line and text box blank
attach unnecessary large documents