EMAIL

ETIQUET
TE

PRESENTED BY:
SIDHARTH SINGH
 NETIQUETTE
NETIQUETTE = NETWORK ETIQUETTE

THE PROPER WAY WE

COMMUNICATE AND INTERACT
WITH EACH OTHER USING EMAIL
OVER THE INTERNET
TWO IMPORTANT COMPONENTS

• TONE
• PRESENTATION
WHAT CHALLENGES
DO YOU ENCOUNTER
IN SENDING AND
RECEIVING EMAILS?
 WHEN IS IT
APPROPRIATE TO
SEND AN EMAIL?
• When you need to relay a short
amount of information quickly.

• When the reply can be as brief as the

original message.

• When you need to get in touch with

someone you don’t see on a daily basis.

• When you need to set up an

appointment or meeting.
THANK GOODNESS
FOR EMAIL!

Quicker Means of Communication

Cheaper

Go Green!

Easier
 QUESTIO
N:
IS IT BETTER TO
HAVE A
CONVERSATION IN
PERSON?
 MAYBE WE WERE
BETTER OFF WITHOUT
IT ?

Today we avoid face to face

communication

Depending on technology that is

NOT perfect

Miscommunication

More impersonal

Almost Robotic
 AUDIENCE:
TO WHOM ARE YOU
WRITING?
• Your Professors
• Your Students
• Your Colleagues

• Often The Same Rules Apply – Be

Professional!
• Send From Your Account Or From A
Respectable Email Address.
• Avoid Abbreviations, Bad Grammar,
And Emoticons Common To Email
With Close Friends.
• Capitalize As Though You Are
Writing A Letter.
 EMAIL STRUCTURE
Subject:
• Your subject should include a very brief
explanation of the email as a whole and
something they might to click on. Be sure to be as
precise your email may get overlooked in the sea
of emails.
Mail- body:
• This goes hand in hand with your subject, by
keeping the message short and to the point
without leaving anything important unsaid. Your
message needs to have a purpose.
Signature:
• This section of how to write a professional email
can give you the perfect sign off. This is also a
great place to have a list of contact information.
 SUBJECT
• Never Send A Professional
Email Without One.

• Give A Brief And Specific

Description Of Your Reason
For Writing.
 GREETING

• To Your Professors:
• Respected Professor_____,
Greeting!
Greetings For The Day !
• Dear Dr. ,
• Dear Matt,
• Only After The Professor Has Specifically Indicated That
You Are To Address Him / Her By First Name
 GREETING, CONT….

To Your Students:
• Dear Sarah,
• Dear Joe,

To Your Colleagues:
• Dear Emma,
• Hi Mark,
• For Colleagues Whom You Know
 1 2 3
Get to the point! Be clear about Put the
• State your reason for what response information in a
writing as clearly and you expect. sensible order.
concisely as possible.
• Answer to a question
• Do not include
• Arrange an
unnecessary
information. appointment

CONTENT: GENERAL RULES

(MORE ON THIS LATER…)
 SIGNATURE
• First name, if you know them well (ex.
To Advisor)
your • Full name, if you don’t know them very
prof well
esso
rs:
• Sign your email with the name you would
To like your students to call you. Example:
your Professor Lee.
stud
ents:
 Thankyou
WHAT
Thanks very much,
DO I
WRITE Best Wishes
BEFORE
MY Sincerely,
NAME?
Warm Regards

Thanks & Regards

 BEFORE YOU HIT SEND...

• Proofread!
• Spelling
• Concise Sentences
• Clear Ideas

• For Important Emails, Have A Friend Read It.

WELL, WHAT IS “BCC” & “CC”?
BCC: CC:
• Is Short For Blind Carbon Copy • Is Short For Carbon Copy
• Carbon Copied Recipients Are • More Than 1 Addressees Can
NOT Visible To Anyone But Be In This Field (Separate
The Sender Them With Commas)
• Use This When Sending To A • Carbon Copied Recipients
Long List Of Recipients Or To ARE Visible To All Other
Recipients That Should Not
Recipients
Know Each Other
• Usually Used When Others
• Should Not Be Used As A
Are Referenced In The Email
Spying Device But Only To
Or For Those You Want
Protect The Privacy Of Email
Included In The
Addresses (Ethical Violation?)
 RULES TO FOLLOW…
• Blind Copy: Talking Behind Someone’s Back!
• Marking Every Message As Urgent And
Important.
• Sending Too Many Emails
 CARBON COPY

RULES TO FOLLOW…
 SOME WORDS TO THE
WISE… (CONT.)
• Always RE-READ Before Hitting Send
• Be Aware Of Who Is In The “TO” FIELD
• Cc /Bcc & Reply/Reply All – CAREFUL!!!!!!
• Do Not Use Email To Discuss Confidential
Information & Situations
• Do Not Divulge Your Username Or Password
To Others
 Example of CC vs. BCC

From: Jonathan Grove

To: Ashley Miller
Cc: Janet Costa, Nina Myers
Bcc: Julie Ann Skala
----------------------------------------------------------------------------------------------------------
----------
Dear Ashley,

Thank you for your support with the meeting. I will inform you of the results as soon as the files
get posted.

Tomorrow’s agenda will be available first thing Monday morning. Please review the details with
Janet and Nina.

Thank you,

Jonathan Grove
Assistant Manager
Summer Fun Company
23087 Meli Road
North Park, IL 62545
630-989-5224
 SEND THE RIGHT
MESSAGE…
• Avoid abbreviations & emoticons
• Know your audience (language and style of writing
depends on this)
• Spelling/grammar/punctuation gives a bad
impression
• Separate FACTS from OPINIONS (focus only on
facts)
• Your most important statements should appear in
the first paragraph
EMAIL MAY NOT ALWAYS
BE THE BEST METHOD OF
COMMUNICATION
• When you reply to an email you
MUST include the original email
in your reply.
• Never insult or criticize via email.
Work out differences face to face.
• Misinterpreted TONE
(emails mask tone and body
language)
BEST IMPRESSIONS = LASTING
IMPRESSIONS
• Do NOT overuse: “URGENT” /
“IMPORTANT” or “high priority”
option
• Keep your language gender neutral
• Don’t forward or send emails
containing offensive, racist, or obscene
remarks
• Do not send viruses !!
• Use bullets or numbers whenever
possible
BE RESPONSIVE NOT REACTIVE
• Avoid writing an email when you are upset or frustrated (it
is best to sleep on it and respond the following day).
• Emails are permanent and you never know where they go
and who will view them.
• If you must send an email response ASAP, have someone
re-read it to make sure your response is appropriate and
“safe”.
• Avoid attaching unnecessary files.
• Be careful with your TONE .
• Remember you are judged by your writing skills.
• NO TEXT WRITING !
PROBLEMS WITH PUNCTUATION
• E-mails without full stops or
commas are difficult to read
and can sometimes even
change the meaning of the text.
• Small paragraphs separated by
blank lines are much more
readable than long run-on
pieces.
• Careless writing skills demean
your intelligence and integrity.
 EMAIL ETIQUETTE
UNSPOKEN
EXPECTATIONS…

• Try to reply to an email within 24 hours

• Establish an organized filing systems
• Keep copies of important emails for
reference
• Use separate accounts for personal and
business emails
 EMAIL ETIQUETTE
UNSPOKEN EXPECTATIONS…
• Don’t forget to say PLEASE and THANK
YOU
• Don’t broadcast email messages
unnecessarily
• Your SENT email cannot be UNSENT
• DO NOT ASSUME PRIVACY.
 AFTER YOU SEND
THE EMAIL

• Don’t expect an immediate reply.

• How long should you wait?
• What if you don’t get a reply?

• When you receive a reply,

respond if necessary.
• Sometimes only: thanks, see
you then!
SHOWING RESPECT TO CONCERN
PERSON IN EMAILS

• Acknowledge that you know they are busy,

and you respect their time.
• Don’t ask for too much.
• When asking for a favor, give the professor the
option of saying no.
• Provide possible solutions to problems.
 MAKING AN
APPOINTMENT
• Schedule a few days in
advance when possible.
• Let the person know when
you are available – days
and times.
• Avoid writing “today” or
“tomorrow.”
You don’t know when the
person will see your email.
 Without intonation and facial expressions,
you must find other ways to be polite.

“Please” can help but can sometimes

DEMANDIN sound pushy.
G VS.
Please send me your comments by
POLITE tomorrow.
REQUESTS
Use expressions of possibility
• Could you please send me your comments?
• Would it be possible for you to send me your
comments by tomorrow?
 Imagine you are a professor.
One of your students has not
turned in some assignments.
You want him/her to stay after
class tomorrow. Compose an
POLITENES email to the student.
S IN
DIFFERENT
SITUATIONS Imagine you are a student. You
want to talk to your professor
after class about the topic for
your research paper. Compose
an email to your professor.
 PRACTICE:
WHAT WOULD YOU WRITE IF…
…you want to ask a professor to be your
advisor?

…you have to miss class because of

serious illness?

…you want to arrange a meeting to

discuss a class paper or project?

…you want feedback from your advisor

on your thesis or dissertation?

…you want to ask a professor to write a

letter of recommendation?
 BEWARE!
• Email is easily misunderstood.
• When you send, be as clear as possible.
• When you receive, if you are upset by an email, wait before
responding.
• Be sure to hit “reply” rather than “reply to all”!
• Do not discuss confidential information in emails.
• If you are writing a very important message, fill in the address last.
That way, you can’t accidentally send the message before you’re
ready.
• Consider leaving the message in your “drafts” box for a day and
then editing it again before sending.
 RULES TO
FOLLOW…
• Enclose the attachment first, if
any!
• Subject line: concise, relevant ,
grab the reader’s attention.
• Salutation: formal- title + surname
• Content: limit the content to one
screen.
• Paragraphs: chronology and
proper spacing
 RULES TO FOLLOW…
• Comprehensible: sub-headings,
bullets, numbering
• Case letters: lower always
• Courteous: thanks, please, use
modal verbs : would or could.
• Appropriate closing
• Edit for grammar & spellings
 RULES TO FOLLOW…

• Avoid using shortcuts to real words,

emoticons, jargon, or slang: "4 u" , "gr8“
• Provide a warning when sending large
attachments.
• Beware of the "reply all."
• Use email signature after discussion.
 ALWAYS REMEMBER…….

• Avoid discussing private concerns and issues.

• Avoid blaming statements.
• Flaming: angry online messages- make a
phone call.
 ALWAYS REMEMBER…….
• Emails and other electronic documents are admissible as evidence
in courts in India and may be used in formation of contracts.

Changes have been made to the Indian evidence act, 1872

('evidence act') specifically to address this.

“Evidence”.—“Evidence” means and includes—

(1) all statements which the court permits or requires to be made

before it by witnesses, in relation to matters of fact under inquiry,
such statements are called oral evidence;
(2) all documents including electronic records produced for the
inspection of the court,
such documents are called documentary evidence.
ALWAYS REMEMBER…….
• Your e-mail reflects you.
• Every e-mail you send adds to or
detracts from your reputation.
• If your e-mail is scattered,
disorganized, and filled with
mistakes, the recipient will be
inclined to think of you as a
scattered, careless, and
disorganized person.
• It is critical to your success!
 COLD EMAILING IS
COLD THE ACT OF
EMAILIN SENDING AN EMAIL
G TO SOMEONE WHO
DOESN'T KNOW
YOU.
  A different (but not aggressive ) subject line.
Ask, yourself.
 What doesn’t work? Common themes(seeking
investment, job application)

THINGS  THE SALUTATION: hey XYZ, good morning,

dear, greetings for the day, etc.,(Adding

THAT harmless emotions helps at time). Do not use

hi, wasssup bro ! ( I am not your bro!), Guru

WORKS 
ji(please big NO!)
THE PURPOSE: example: I want to show the

FOR progress of my start-up, current traction and

see if you would be interested to invest?

EMAILS  RELEVANCE: this is the crux of the

conversation where the best emails establish
relevance. This requires homework, research
and customization. Find SEND-RECIEVER-
FIT (SRF). You as the sender something to offer
or ask, that fits what the receiver is seeking or
willing to offer. When you do not get a reply, it
is because there is no SRF.
  THE ASK: post attempting SRF, you ask
clearly and precisely( I am looking for your
guidance! Hoping to hear from you soon!)
FOLLOW-UP: this is where most people fail
THINGS


and take no response as rejection, while it

may simply be lack of priority.
THAT  Always follow up ask, specify your next step.
Example: in case I do not hear back, I assume
WORKS this isn’t priority right now. I respect that.
OR in case I do not hear back in next few
FOR days. Please let me know if you would much
rather not hear from me.
EMAILS  MYTHS ABOUT COLD EMAILING:
 It is not about your command over English
language. (Establish your comfort, the key
is to communicate, not to be impress.)
 It doesn’t work.(Remember of you don’t
ask, the answer is always NO).
  USE CASES WHICH WORK THE
BEST:

THINGS Example: hiring send emails to the right hiring

manager, not to HR. Hiring manager need the

THAT candidate more than HR.

 MENTORING: sent email to those who could

WORKS help you in life, through their experiences.

 FEEDBACK: to solicit views on how you are

FOR doing, what you are doing.

EMAIL 
The golden tip: be authentic and genuine.
For those who are in 20s, use cold

S emails to create opportunities that you

didn’t know existed for you. This is
your exploration tool.
 For those who are in 30s, use cold emails to
build a network that builds on your
identified strengths.
THANKYOU