Dear Professionals,

If you wish to send email messages in a more effective manner then we need to follow these etiquettes :-

1] Organize your Mail – use filters (per person / company / subject / Recipient Status – To, Cc or BCc) to organize your inbox and outbox.

2] if you go ahead and type a long email with attachments and pictures and send it to someone whose Internet connection is a slow dial up, then he/she might as well post pone reading it – if at all!

3] Keeping an email short and to the point is essential as he/she might have hundreds of other emails to read.

4] Try to avoid abbreviations and field-specific jargon so that your recipient may understand you.

5] Classifying your email in terms of Importance, Urgency and Confidentiality also adds a taste of understanding for the recipient.

6] Never use capital letters while typing and email message to anyone. For starters, caps are considered impolite and resemble shouting in speech.

7] Avoid mixing subjects in your email. Unless otherwise needed by your superior or work culture, mixing subjects in one email message might confuse your readers.

8] Always proof read your email prior to sending it. It may take you a minute, and it may take you 10, but after all you’ll be sure that the message you sent is free of grammatical, vocabulary and appropriate usage errors. 

9] what you write in the subject line is almost as important as the email itself. In most cases, what your subject line is determines whether or not the recipient will read your email.

Regards,

AdArSh

Dear Adarsh,

Just to add few more points to Email writing ethics/etiquettes:

1) Only send email to people who are involved. It is ill advised and bothersome for  the receipients.

2)It is important that sender checks the email address line before sending the mail.

Kind Regards

Manu

Hi,

I would like to add on the email policy I have made for my team.

You need to implement etiquette rules for the following reasons:

- Professionalism: by using proper email language you will convey a professional image.
- Efficiency: emails that get to the point are much more effective than poorly worded emails.

There are many different etiquette rules. They may differ according to the nature of your business or the purpose for which the email is being formatted.

Few of the basic rules to be followed for any kind of email are:

1.     First of all, once you receive an email & if it requires or demands your response, please do so. Ignoring an email or not replying to it reflects your unprofessional behavior.

2.     Always start your email with a salutation, e.g. Respected / Dear/ Hello - Sir / Madam/ name of the recipient.

3.      Write down the body / content of the email. Please try to maintain a professional & formal language in your official e-mails. Informal language is only meant for your personal mails to be sent to your friends & relatives (unofficially).

4.     Put in your signatures at the end of the email.

Most important email etiquette tips:

1.     Be concise and to the point.

2.     Answer all questions.

3.     Use proper spelling, grammar & punctuation.

4.     Answer swiftly.

5.     Do not attach unnecessary files.

6.     Use proper structure & layout.

7.     Do not write in CAPITALS (it denotes that you are ordering the person).

8.     Do not overuse Reply to All.

9.     Take care with rich text and HTML messages.

10.  Do not copy a message or attachment without permission.

11.  Don’t use email to discuss confidential information.

12.  Use a meaningful subject.

13.  Avoid using URGENT and IMPORTANT.

14.  Avoid long sentences.

15.  Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.

16.  Don't forward virus hoaxes and chain letters.

17.  Keep your language gender neutral.

18.  Don't reply to spam.

19.  Use cc: field sparingly.

I would say : pick up the phone and do the talking.. avoid email traffic as much as possible. At times, it isnt necessary to jot down everything in black and white. Connect with people more over the phone rather than emails