2. E-Mail Etiquette

3. E-Mail Etiquette
Etiquette – is defined as:
“the conduct or procedure required by good breeding
or prescribed by authority to be observed in social or
official life”

4. E-Mail Etiquette
• The purpose of e-mail etiquette:
– Professionalism.
– Efficiency.
– Security.

5. E-Mail Rules
• Know your internal policies.
• Keep responses concise.
• Answer questions asked in the original e-mail.
• Use proper punctuation, grammar and
spelling.

6. E-Mail Rules
• Personalize your e-mail.
• Avoid unnecessary file attachments.
• Check for proper layout.
• Use appropriate opening and closing.

7. E-Mail Rules
• DO NOT USE ALL CAPITAL LETTERS!
• Read message thoroughly before sending.
• Know when to “reply to all.”
• Auto-respond when out of the office.
• Delete chain letters immediately.

8. E-Mail Rules
• Protect confidential information.
• Clearly identify the subject.
• Avoid unprofessional language.
• Minimize use of bold font.
• Use blind copy (BC) when individuals don’t
know each other.

9. Enforcing E-Mail Etiquette
• Stay abreast of internal policy.
• Attend available training.
• When in doubt, ask.

10. E-Mail Privacy
• There is no such thing.
• Be aware of company monitoring systems.
• Once sent, e-mail cannot be controlled.
• Protect information from hackers.

11. Examples of bad emails
Remember these emails are fake!
To: Group@massmails.com To: Members@thelist.com
From: big@yahoo.com From: billy@hotmail.com
Topic: Attn Marc Topic: Officers Meeting (officers only)
Subject: Subject:
This is for marc only and if you are not him delete. I was emailing you to tell you that we will have a
meeting this Thursday at MacDonald's.
Marc the ballgame the other day was just sweet , I
know we are the best team. We will be going over the months community
service projects.
Marc you are the coolest!!!!!
See you there
Tim
Bob
President

12. Reasons why both were bad!
 1st Email  2nd Email
 The first email was just plain  This email might seem to be
rude and stupid ok but really it is not.
 It is rude to fill up other  The non officers might over
peoples emails with personal
stuff that you could take the look the topic read the email
time to find marc’s email and and show up at the meeting
email him directly.  Only to waste their time.
 Also what if there were
people from other teams  If you want to email the
reading that email. officers make a separate list
 Personal emails are meant serve or put the emails in, do
for personal addresses! not email the club list serve.

13. Examples of good emails
Remember these emails are fake!
To: Group@massmail.com To: Tech@ga4h.org
From: Songsinger@email.com From: Robbie@robsworld.com
Topic: problems at the club office Topic: The web page assignments
Subject: Subject:
This week the construction going on around the As you all know the deadline for turning in you
office has been sort of destructive. pages you are designing is March 24th
The power has been cut at the office and there Please have these completed by this time and
is no power. up on FTP.
If you were planning on going by the office to Hope everyone gets these done ASAP
work on project please try next week
Robbie
Jan

14. Reasons why both are good!
• 1st Email • 2nd Email
• This email is informative for • This email is a perfect
all the members example of a deadline or
• It also is meant for everyone! meeting time email!
• It in no way makes any • It was not sent for just the
personal remarks select few but for the entire
• It is ok if you want to add club
jokes or comments that the • Make sure if you email at
whole group understands. anytime you make sure the
email is similar to these
formats.
• If not, thinks about emailing
it before you fill up others
inboxes!

15. THANK YOU