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It is amazing to find that in these days of continuous technology innovations, though people accept and utilize the technology to eradicate communicative barriers, they rather fail to utilize in the best possible way. Similar is the case of email communications whose efficient usage has not been taken seriously by companies too. Many companies either don’t reply to the email appropriately and yet other’s fail to reply promptly thus defeating the purpose of email communications.

If your company and its employees are able to deal with this issue professionally, then it can surely attain a competitive edge as far as effective communication is concerned through all levels of the company. Moreover, there is significant need to educate employees on this perspective which is not being taken as a serious issue. They need to understand the relevance of what can and cannot be included in an email.

The etiquette rules for electronic communications like email are implemented for these reasons:-

- By using correct and proper email language, it conveys a professional image of the company.
- Emails that answer appropriately and precisely are efficient rather than those which are worded wrongly or are vaguely written.
- Awareness of email risks amongst employees will save the company from legal cases.

There are various etiquette rules that differ with each company according to its nature, industry and culture. The following are some of the significant email communication etiquettes that concern to most of the companies.

1. Be relevant, concise and to the point
2. Ensure the use of proper grammer, spelling and punctuations.
3. Avoid attaching unnecessary files and documents.
4. Do not write in CAPITAL letters.
5. Mention a meaningful subject.
6. Avoid using the cc: field, unless the communication really needs to be known by more than one person.
7. Do not use email for information that is confidential and
8. Always read the email before you send it.

The process however starts with the implementation of an email policy within the company which includes the do’s and dont’s of effective email communication. The employees should then be educated and trained about the same to fully understand the significance of email etiquette. Lastly, the implementation of the email policy can be monitored by using sophisticated email softwares.




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