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Email Etiquette

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Email Etiquette Sophomore Career Unit Mountain Pointe High School Why Do You Need Email Etiquette? A company needs to implement etiquette rules for three reasons: Why ... – PowerPoint PPT presentation

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Title: Email Etiquette


1
Email Etiquette
  • Sophomore Career Unit
  • Mountain Pointe High School

2
Why Do You Need Email Etiquette?
  • A company needs to implement etiquette rules for
    three reasons

3
Why Do You Need Email Etiquette?
  • A company needs to implement etiquette rules for
    three reasons

Professionalism
Efficiency
Protection from Liability
4
Why Do You Need Email Etiquette?
  • Professionalism
  • Using proper email language will convey a
    professional image your company.

5
Why Do You Need Email Etiquette?
  • Efficiency
  • Emails that get to the point are much more
    effective than poorly worded emails.

6
Why Do You Need Email Etiquette?
  • Protection from liability
  • Employee awareness of email risks will protect
    your company from costly law suits.
  • If it comes from the company email, it comes
  • from the company.

7
What are the Rules?
  • There are many etiquette guides and many
    different etiquette rules. Some rules will differ
    according to the nature of your business and the
    corporate culture.
  • Following are important email etiquette
  • rules that apply to nearly all companies.

8
Be Concise and to the Point
  • Do not make an e-mail longer than it needs to be.
    Remember that reading an e-mail is harder than
    reading printed communications, and a long e-mail
    can be very discouraging to read.
  • Try to make it 80 words or less 60 if it is
    likely to
  • be forwarded.

9
Use Proper Spelling, Grammar, and Punctuation
  • This is important because improper spelling,
    grammar and punctuation give a bad impression of
    your company.

10
Use Proper Spelling, Grammar, and Punctuation
  • It is also important for conveying the message
    properly. E-mails with no full stops or commas
    are difficult to read and can sometimes even
    change the meaning of the text.
  • I done it write, huh boss?

11
Use Proper Spelling, Grammar, and Punctuation
  • It is also important for conveying the message
    properly. E-mails with no full stops or commas
    are difficult to read and can sometimes even
    change the meaning of the text.
  • And, if your program has a spell checking
  • option, why not use it?

12
Use Proper Structure and Layout
  • Since reading from a screen is more difficult
    than reading from paper, the structure and lay
    out is very important for e-mail messages.

13
Use Proper Structure and Layout
  • Write a salutation for each new subject email.

Good Morning Dave,
Dear John,
Greetings Earthlings,
Hello staff,
  • Try to keep the email brief (one screen
    length).
  • Return emails within the same time you
    would a
  • phone call.
  • Check for punctuation, spelling, and
    grammatical
  • errors.
  • Use a font that has a professional or
    neutral look.

14
Use Proper Structure and Layout
  • Use short paragraphs and blank lines between each
    paragraph.

Xxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Xxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxx Xxxxxxxxxx xxxxxxxxx
15
Use Proper Structure and Layout
  • When making points, number them or mark each
    point as separate (bullet) to aid understanding
    and add emphasis.

16
Do Not Write in CAPITALS
  • IF YOU WRITE IN CAPITALS IT SEEMS
  • AS IF YOU ARE SHOUTING.
  • This can be highly annoying and might
    trigger an unwanted response in the form of a
    flame mail. Therefore, try not to send any email
    text in capitals.

17
Take Care with Abbreviations and Emoticons.
  • In business emails, try not to use abbreviations
    such as BTW (by the way), JK (just kidding) and
    LOL (laugh out loud). The recipient might not be
    aware of the meanings of the abbreviations, and
    in business emails these are generally not
    appropriate.

18
Take Care with Abbreviations and Emoticons.
  • The same goes for emoticons, such as the smiley
    -). If you are not sure whether your recipient
    knows what it means, it is better not to use it.
  • -0 Oh! Ah! Oh,no!
  • -) smile
  • -) wink
  • -( frown

19
Do Not Use Email to Discuss Confidential
Information.
  • Sending an email is like sending a postcard
    anyone can read it. If you don't want your email
    to be displayed on a bulletin board, don't send
    it.

Some things are better said in person, or not
said at all.
20
Do Not Use Email to Discuss Confidential
Information.
  • Moreover, never make any libelous, sexist
  • or racially discriminating comments in
  • emails, even if they are meant to be a joke.

21
Read the Email Before You Send It
  • A lot of people don't bother to read an email
    before they send it out, as can be seen from the
    many spelling and grammar mistakes contained in
    emails.
  • Reading your email through the eyes of the
  • recipient will help you send a more effective
  • message and avoid misunderstandings and
  • inappropriate comments.

22
Flaming
  • Flaming is a virtual term for venting or sending
    inflammatory messages in email.

Avoid flaming because it tends to create a great
deal of conflict that spirals out of control.
23
Flaming
  • Flame fights are the equivalent of food fights
    and tend to affect observers in a very negative
    way.

What you say cannot be taken back it is in
black and white.
24
Company Liability
  • Many companies will have email policies that
    include all the do's and don'ts concerning the
    use of the company's email system.
  • The rules can be monitored by a program
  • administrator to insure the employees are
  • following the rules.
  • Following the etiquette rules and company
  • policies will help you keep your job, and
    reduce
  • the companys exposure to law suits.

25
Works Cited
  • Email Replies. Email Etiquette. Google.com.
    Email Replies.com Casa Grande, AZ. 20 December,
    2007 lthttp//www.emailreplies.comgt.
  • Perdue University Writing Lab. Email Etiquette.
    Google.com. Perdue OWL. Casa Grande, AZ. 21
    December, 2007 lthttp//owl.english.purdue.edugt.
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