Decision Making & Negotiation Assignment No. 1 Submitted By

Decision making & Negotiation
Assignment no. 1
Submitted by :-
Syeda Maham Wasim (170156)
Submitted to :-
Sir Atif Hussain
Email ethics and etiquettes
Email etiquette refers to the principles of behaviour that one should use when writing or
answering email messages. It is also known as the code of conduct
for email communication. Email etiquette depends upon to whom we are writing- Friends &
Relatives, Partners, Customers, Superior or Subordinates.
Q) Why is email etiquette important?

The main reason is that email is a terrible vehicle for good communication. Email is easily
misinterpreted, because most people cannot easily convey emotion or the lack thereof with
the written words. The tone you set in your email is part of email etiquette.
Another reason is that, email etiquette, sets the expectations of the reader, good or bad. This
is very important because email is a speech with delayed time for correction. We all interact
with the printed word as though it has a personality and that personality make positive and
negative impressions upon us. Without immediate feedback your document can easily be
misinterpreted by your reader, so it’s crucial that you follow the basic rules of etiquette to
construct an appropriate tone.
Basic Email ethics and etiquettes:

The rules of civil society apply equally to all conduct, including that carried out with email.
Whatever you would consider unethical in life is also unethical in email. For instance, if lying
is unethical, so is lying in email.
Somehow, though, it seems easier to cross the line in email than it does elsewhere in life.
Your own values determine where the line is for you.
 Do have a clear subject line.
Most of us have to respond our inbox every day, so the clearer your subject line, the more
likely your message will be read. For example, if you’re sending a proposal to someone, be
specific.
 Don't forget your signature.
Every email should include a signature that tells the recipient who you are and how to contact
you. Set it up to automatically appear at the end of each email. Include all of your contact
details so the recipient doesn’t have to look up your address, email or phone number.
 Do use a professional salutation.
Using “Hey,” “Yo,” or “Heya” isn’t professional, no matter how well you know the recipient.
Use “Hi” or “Hello” instead. To be more formal, use “Dear (insert name).” Using the
person’s name in the salutation -- “Hello Atiqa” -- is quite appropriate, but don’t shorten a
person's name unless you're given permission to do so.
 Don't use humour.
Humour does not translate well via email. What you think is funny has a good chance of
being misinterpreted by the other party, or taken as sarcasm, without the accompanying vocal
tone and facial expressions. When in doubt, leave humour out of business communications.
 Do proofread your message.
Don't be surprised if you're judged by the way you compose an email. For example, if your
email is littered with misspelled words and grammatical errors, you may be perceived as
sloppy, careless, or even uneducated. Check your spelling, grammar and message before
hitting “send.”
 Don't assume the recipient knows what you are talking about.
Create your message as a stand-alone note, even if it is in response to a chain of emails. This
means no “one-liners.” Include the subject and any references to previous emails, research or
conversations. It can be frustrating and time consuming to look back at the chain to brush up
on the context. Your recipient may have hundreds of emails coming in each day and likely
won’t remember the chain of events leading up to your email.
 Do reply to all emails.
Give a timely and polite reply to each legitimate email addressed to you. Even if you do not
have an answer at the moment, take a second to write a response letting the sender know you
received their email. Inform the sender if their email was sent to the wrong recipient, too.
 Don't shoot from the lip.
Never send an angry email, or give a quick, flip response. Give your message some
thoughtful consideration before sending it. If you feel angry, put your message into the
“drafts” folder, and review it again later when you are calmer and have time to formulate an
appropriate response.
 Do keep private material confidential.
It is far too easy to share emails, even inadvertently. If you have to share highly personal or
confidential information, do so in person or over the phone. Ask permission before posting
sensitive material either in the body of the email or in an attachment.
 Know that people from different cultures speak and write differently.
Miscommunication can easily occur because of cultural differences, especially in the writing
form when we can't see one another's body language. Tailor your message to the receiver's
cultural background or how well you know them.
 Double-check that you've selected the correct recipient.
We must pay careful attention when typing a name from your address book on the email's
"To" line. "It's easy to select the wrong name, which can be embarrassing to you and to the
person who receives the email by mistake."
 Use a professional email address.
If you work for a company, you should use your company email address. But if you use a
personal email account-whether you are self-employed or just like using it occasionally for
work-related correspondences, you should be careful when choosing that address. You should
always have an email address that conveys your name so that the recipient knows exactly
who is sending the email. Never use email addresses that are not appropriate for use in the
workplace, such as "babygirl@..." or "catlover@..." .
 Respond in a Timely Manner
Most people expect a response to an email within a business day (or less). Don’t put off a
response, especially if it only requires a short reply. Otherwise, you risk forgetting to respond
altogether.
 Keep language gender neutral.
Apart from using him/her, you can also use the neutral gender: ''The user should add a
signature by configuring the email program”.
 Use active instead of passive
Try to use the active voice of a verb wherever possible. For instance, 'We will process your
order today', sounds better than 'Your order will be processed today'.
 Use proper structure & layout
Use short paragraphs and blank lines between each paragraph. When making points, number
them or mark each point as separate to keep the overview.
 Write about one thing
Stick to one subject, with one request. Once that’s done, you can send a second one. If you
write about multiple things, with multiple requests, it is likely that: your email won’t be read
or acted on the receiver will only do one of those things

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Decision making & Negotiation

Q) Why is email etiquette important?

Basic Email ethics and etiquettes:

 Do have a clear subject line.

 Don't forget your signature.

 Do use a professional salutation.

 Do proofread your message.

 Don't assume the recipient knows what you are talking about.

 Do reply to all emails.

 Don't shoot from the lip.

 Do keep private material confidential.

 Double-check that you've selected the correct recipient.

 Use a professional email address.

 Respond in a Timely Manner

 Keep language gender neutral.

 Use active instead of passive

 Write about one thing

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