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EMAIL ETIQUETTE PDF

Friday, May 10, 2019


EMAIL ETIQUETTE: DO'S AND DON'TS. DO include a heading in the subject line . With the number of emails and viruses that populate inboxes, realize the. Email is a big part of your company communications to customers, email etiquette; often the most used method of communication with your. Etiquette: Basic Set-up. •Use your jhu email account for all academic and professional communication. Note that you can change the settings on your account to.


Email Etiquette Pdf

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What is Email Etiquette? Etiquette is defined as the rules governing socially acceptable behavior. Socially acceptable behavior varies greatly depending on who. Vivian Giang and Rachel Sugar contributed to earlier versions of this article. Page 1 of Email-etiquette rules every professional should know. Email etiquette. Follow these basic principles when using email at work: includes Occasional use of email account for private purposes is.

Use or point font. Avoid alternative font colors or fonts that are difficult to read. Compose a Business Letter: Write the email as a business letter, avoiding slang, emoticons, and acronyms. Open the email with a salutation, and close it with a signature. Use full sentences and paragraphs. Write a Brief Email: Avoid sending lengthy emails so recipients will read them in full.

Keep the message brief and on point.

Include Your Signature: The email signature should include contact information to facilitate a response from the hiring manager. Include a link to a LinkedIn profile if possible. Proofread for Errors: Read the email carefully to find any grammatical and spelling errors. Proofread for clarity as well. Send a Test Message to Yourself: Send the email to yourself to test the formatting and layout. If attaching documents, check them to ensure that they open without issue.

Email Message Content Begin the job-seeking email with a salutation directly to the contact person, if possible. If you do not have a specific name, address the email to "hiring manager" or omit the salutation altogether. The cover letter should make up the body of the email message. State the purpose of the email clearly in the beginning of the message. Not impressed, right? Never underestimate the importance of body language, especially in making eye contact and that means with the other person, not with your Blackberry!

Everyone notices! Danger Zone Etiquette applies to handhelds too. Avoid checking your handheld during dinner, at a cinema or concert, in a meeting, in the playground with your children, or when out on a date!

But e-mail should not be taken for granted. This fabulous technology should be looked upon as a tool to enhance communication rather than a replacement for communication. E-mail is a wonderful tool that makes it possible for us to achieve more, with greater efficiency and professionalism. Remember though, that e-mail is only a supplement and should never replace human interaction.

With such a global community these days, working together on a project can prove to be quite difficult when people are in different companies, places and time zones. E-mail makes this process so much easier. E-mail is helping to make group work more effective.

All team members must be briefed with a common set of objectives so that they realise the importance of replying promptly to all team mail. They also need compatible software so that they can attach and read all the documents that will be sent among members.

You can join discussion groups and mailing lists relating to your specific interests, and subsequently engage in discussions with thousands of people around the world. With e-mail now often replacing telephone conversations, letters and memos, much of the information is in one place, so it becomes easier to manage.

All messages regarding a specific topic can be kept in a special folder.

E-mail Etiquette

Alternatively a search will quickly call up all the messages that meet certain criteria. Before e-mail came about, many more meetings took place.

It is sometimes quite difficult to get lots of people together at the same venue and time, and with pressures of work, it could be a week or more before everyone involved could get together. E-mail solves this problem. A message can be sent to everyone involved, the issue or problem can be discussed with everyone being copied, and a lot of time can be saved.

E-mail makes it easy and cheap to share photographs, graphics, files, even video. Whether your colleague is in the next office or at the other side of the world, distance is no longer an issue. E-mail is a supplement to, not a replacement for, interaction.

Be cautious about overusing idiomatic phrases that everyone around you understands but may be difficult to understand by someone not absolutely fluent in your language.

Keep your messages as short as possible without letting meaning suffer and use simple words instead of long ones. Learn more about simplifying your language in Chapter 5. It will then be easy to progress from formal to friendly as you get to know your recipient better. It would weaken your position if you have to step backwards from friendly to formal.

This includes mailing lists, blogs, discussion groups, forums, and of course, e-mail. In this book we are mainly covering e-mail etiquette. However, it may be useful to mention various other forms of interaction here because these also involve sending messages via our keyboards.

They are the modern equivalent of a traditional bulletin board. This is also used to refer to the group rather than just the site. You key in messages on your screen and they will be seen by all other people in the same chat room, and of course vice versa. Chat room services are provided by some organisations as a way to provide online help and to serve as a two-way exchange with customers.

The Don'ts

Blogs are usually maintained by individuals who regularly enter commentary and articles. Some blogs provide information and news on a specific subject, while others serve more as online diaries. An important part of blogging is the interactive format where readers can leave comments.

In general, people who take part in discussion groups, chat rooms and blogs generally use a more casual style of writing. Abbreviations and emoticons are considered acceptable, and grammatical and spelling errors are forgiven more easily than on e-mail. Adapt your communication style to make e-mail work for you, not against you. Switch off your e-mail alert when you need to concentrate or focus on an important project. Consider if a quick word with a colleague or a simple phone call to a client could resolve an issue more efficiently than using e-mail.

Enhance relationships with colleagues and clients by using e-mail effectively. Pay attention to the tone, language and structure of e-mails, as all these impact your reader. It is a tool for enhancing communication. When e-mailing across cultures, keep your language simple and your sentences short.

The best we can do is breathe and reboot. This great avalanche of e-mail is also causing its share of problems. When e-mail is used effectively it can be very powerful indeed.

Understanding and appreciating what can go wrong with e-mail, and the many problems e-mail brings, will help you to turn the problems around and change them into useful potential for you and your company to maximise.

Seven deadly sins of working with e-mail Read this list of seven deadly sins of working with e-mail, and tick the ones that apply to you.

You might also like: HOW TO EMAIL FROM GMAIL AS PDF

If you tick a few of these items, you need help. Your e-mail messages often bounce back because of an error in the address. You are frequently interrupted throughout the day with a constant flow of e-mail messages. You have sometimes sent messages via e-mail when you know a telephone call would have been better.

You sometimes send messages off quickly without a greeting or a sign-off, and without checking and proofreading carefully.

You have sent private or confidential messages via e-mail, which you have regretted. What can go wrong with e-mail? Just as snail mail can be delivered to the wrong address or get lost in the post, e-mail also has its share of quirks.

Check these carefully, especially your password, which may be case-sensitive care is needed to use upper and lower case letters consistently. If you still encounter problems, and you have checked the obvious cables, modem and phone lines, you may need to check some internal settings on your computer. My e-mail has been returned Sometimes e-mail messages cannot be delivered, so they bounce back to you.

The most likely cause is that you made a mistake in the address. Alternatively it could be due to problems with the destination computer or within the network.

In that case try sending the message again later. Within seconds it will arrive at its destination. A lot of such messages are circulating.

Business etiquette pdf

You cannot get a virus by opening an e-mail message. But you can get one by opening an attachment, which can cause serious damage. I rather naively did so once, and within hours an unscrupulous e-mailer had downloaded my password and sent out a message to 2, people from my e-mail address book. The message contained abusive messages and pornographic filth. Fortunately my ISP was informed about this and they scrambled my password immediately, making it impossible for the same person to use my address again.

Email-Etiquette.pdf - EMAIL ETIQUETTE DOS AND DONTS DO...

I did a survey asking people about problems they are experiencing with e-mail. Here is a summary of what I found out. Hopefully these will give you some strategies to help you manage your e-mail. These interruptions can interfere with your planned work and add frustration and stress to your workload. In some companies, however, staff say they must leave their alert on all the time because their boss insists, in case something urgent is missed. Then you can go back to your e-mail and give it your full attention.

It wastes time Composing and replying to e-mails can sometimes take up a lot of time that could be better spent on your real job. A participant in one of my workshops told me that he tries never to click on an e-mail message more than twice.

I then deal with the others whenever I have a free moment. Before you send an e-mail message, ask yourself if it really is the best way to deliver the message. It may be convenient and quick, but it would not be suitable, for example, for passing on bad news or dealing with an uncomfortable situation.

In such cases, a telephone call or even a face-to-face discussion may be much better. Confidentiality can be a problem Keeping something confidential is almost impossible with e-mail.

Your employer may have the right to read — without your consent or knowledge — any e-mail messages you send or receive at work. Therefore, be careful what you write — it may come back to haunt you! E-mail overload The traffic problem seems to be one of the main issues with e-mail.

Some managers receive hundreds of messages every day, so ways to deal with this overload must be developed. Fast Fact Many organisations issue instructions to employees to keep individual mailbox size down. Once a mailbox exceeds that limit, employees are unable to send out or receive messages. This forces staff to keep their mailboxes to a manageable size, and enforces good housekeeping habits.

This system works very well in most organisations and is also is cost-effective. Overflowing inboxes E-mail messages that are not deleted are causing not a paper mountain but an electronic mountain, so you must do your filing regularly.

Make some time to go through messages and delete those you no longer need. Research shows that one of the top 10 causes of workplace stress is the pressure of keeping up with e-mail messages.

This ranks higher than having a bad relationship with your boss and dealing with customer complaints! Let experience point the way to letting e-mail work for you, instead of against you. This is adding to the pressures that people already face.

We will look at how to deal with this in Chapter 9. Death of conversation People who used to speak to each other regularly are nowadays communicating via e-mail. How wonderful to TALK to you! Top 10 complaints about e-mail in practice I was very grateful to many people who responded to a survey that I carried out asking them to share with me their main complaints about e-mail in practice. Here are some common complaints that I heard.You sometimes forget to include a subject heading. An immediate response to an earlier e-mail message may not be the most efficient response based on what may have been mentioned in another message.

The jury is still out regarding appropriate closes for e-mail — at least my jury is.

Yours sincerely Lena Cheng Did you spot the difference in the second one? Bad grammar, spelling and punctuation A quick way to lower your credibility is to send out messages with spelling, punctuation or grammar errors. Why is security an issue?