Dear All,
Email Etiquette for official mails:
The below-mentioned points have to be considered while writing official emails.
Here are some points on Email Etiquette that will definitely help:
1) The font of the email should be Verdana, and the font size should be 9.5 or 10.
2) The email should have a Pyramid Structure, i.e., it should contain:
* Situation: What is the current situation?
* Action items: What you expect from the reader of the email to do.
* Information: The information you want to give to the reader.
* Conclusion: Conclude with a Thank You.
3) For writing, use only Black or Blue color. For highlighting purposes, make the word bold. Avoid using Red color as it signifies danger, so use it only when urgent.
4) For greetings in emails:
* For Americans: use Hi.
* For Europeans: use Hello.
* For Asians: use Dear.
To be more formal, we could use Dear Mr./Ms. followed by the Last name or Full name. We should not use Dear Mr./Ms. followed by the First name alone.
5) We should not use '/' in greetings like Hi X/Y. Instead, we should say Hi X and Y.
6) Instead of writing 'Thanks and Regards', we should say:
Thank you
Regards
7) For requesting something, we should use could instead of can.
8) Instead of writing 'Please find the attached file' because the reader does not have to find or search for the file in the email as it's already there. So, instead, we should write 'The file has been attached for your reference'.
9) We should not use sentences like 'As per your email' because 'per' is used only with units like per kg, etc. Instead, we should write 'According to your email'.
10) We should use parallel structure. Parallelism enables readers to read documents more efficiently. For example, The analysis will include planning, organizing, dividing, and assessing (instead of assessment, we should write Assessing) of turnaround functions.
11) In our emails, we often write 'Please revert back'. Instead, we should only write 'Please revert'.
12) For the Signature in an email, if we are sending to people in our company only, then we should not write our company name in the signature because they already know that we are part of the same company. But if we are sending an email to an external party like a client, etc., then we should write our company name in the signature to brand our company name in front of others.
Regards,
Gops
From India, Madras
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4Email Etiquette for official mails:
The below-mentioned points have to be considered while writing official emails.
Here are some points on Email Etiquette that will definitely help:
1) The font of the email should be Verdana, and the font size should be 9.5 or 10.
2) The email should have a Pyramid Structure, i.e., it should contain:
* Situation: What is the current situation?
* Action items: What you expect from the reader of the email to do.
* Information: The information you want to give to the reader.
* Conclusion: Conclude with a Thank You.
3) For writing, use only Black or Blue color. For highlighting purposes, make the word bold. Avoid using Red color as it signifies danger, so use it only when urgent.
4) For greetings in emails:
* For Americans: use Hi.
* For Europeans: use Hello.
* For Asians: use Dear.
To be more formal, we could use Dear Mr./Ms. followed by the Last name or Full name. We should not use Dear Mr./Ms. followed by the First name alone.
5) We should not use '/' in greetings like Hi X/Y. Instead, we should say Hi X and Y.
6) Instead of writing 'Thanks and Regards', we should say:
Thank you
Regards
7) For requesting something, we should use could instead of can.
8) Instead of writing 'Please find the attached file' because the reader does not have to find or search for the file in the email as it's already there. So, instead, we should write 'The file has been attached for your reference'.
9) We should not use sentences like 'As per your email' because 'per' is used only with units like per kg, etc. Instead, we should write 'According to your email'.
10) We should use parallel structure. Parallelism enables readers to read documents more efficiently. For example, The analysis will include planning, organizing, dividing, and assessing (instead of assessment, we should write Assessing) of turnaround functions.
11) In our emails, we often write 'Please revert back'. Instead, we should only write 'Please revert'.
12) For the Signature in an email, if we are sending to people in our company only, then we should not write our company name in the signature because they already know that we are part of the same company. But if we are sending an email to an external party like a client, etc., then we should write our company name in the signature to brand our company name in front of others.
Regards,
Gops
From India, Madras
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Dear You have given us very valuable information. Thank you for sharing with us. keep sharing such useful information with us. Thanks once again. Regards, sai prasad
From India, Hyderabad
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From India, Hyderabad
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Thanks Gops. I agreed except one point “The font of mail should be Verdana and font size should be 9.5 or 10.” Why not Arial or Times New Roman? Regards, Manoj
From India, Madras
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From India, Madras
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Dear All,
I am new to the recruitment field and have recently joined a company. I have been tasked with organizing a team-building activity for the 80 employees in the company. Your assistance in this matter would be greatly appreciated as it is quite urgent.
Thank you,
Sudipta Ghosh
From India, Lucknow
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I am new to the recruitment field and have recently joined a company. I have been tasked with organizing a team-building activity for the 80 employees in the company. Your assistance in this matter would be greatly appreciated as it is quite urgent.
Thank you,
Sudipta Ghosh
From India, Lucknow
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ya , I do agree with this...Nice info.... Infact long time back I have posted an presentation on the same..... Posting it again..might help the readers of this post......... Regards Shweta
From India, Coimbatore
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From India, Coimbatore
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Good info.......but most of the time people do the same which you advise not to do.......it is out of habit or due to lack of ettiquettes............
From India, New Delhi
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From India, New Delhi
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Thank goodness someone is posting something on email etiquette. Everyone is so caught up in texting shortcuts; they tend to do the same thing in emails. I really appreciate this. Many thanks.
Hu:icon1:
From Canada, Mississauga
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Hu:icon1:
From Canada, Mississauga
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Dear Gops Thx for your last post ! Please elaborate more on Email Ethiques. its open my eye ! I started using your tips before sending mail to anyone. Regards kanhaiya Harbin,China
From China, Harbin
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From China, Harbin
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I googled "how to write an email to an external party" and found this helpful resource:
[Work Email Tips - Tipskey](http://www.tipskey.com/manufacturing/work_email_tips.htm)
I hope this adds some valuable information to what is already available in this post.
From Ireland
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[Work Email Tips - Tipskey](http://www.tipskey.com/manufacturing/work_email_tips.htm)
I hope this adds some valuable information to what is already available in this post.
From Ireland
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Hi all,
Could anyone please help me with how to post a new thread? I received the below message when I logged in, but I don't know how to post. Please help me. Thanks!
Hi emily-hr,
Our records show that you haven't posted in a long time - it would be great to hear what you have to say about the various issues being raised here. Hope to hear from you on the forum soon.
Regards,
CHR
From Vietnam, Hai Duong
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Could anyone please help me with how to post a new thread? I received the below message when I logged in, but I don't know how to post. Please help me. Thanks!
Hi emily-hr,
Our records show that you haven't posted in a long time - it would be great to hear what you have to say about the various issues being raised here. Hope to hear from you on the forum soon.
Regards,
CHR
From Vietnam, Hai Duong
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Dear Gops,
I am a new joiner to this website. Upon first visit, I found your post to be very useful and valuable. Please continue to share common mistakes and their respective corrections, as this helps us improve our etiquette.
If possible, also include commonly made errors in written and oral communication along with their corrective solutions.
Thank you,
Ashok Kumar.K
From India, Madras
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I am a new joiner to this website. Upon first visit, I found your post to be very useful and valuable. Please continue to share common mistakes and their respective corrections, as this helps us improve our etiquette.
If possible, also include commonly made errors in written and oral communication along with their corrective solutions.
Thank you,
Ashok Kumar.K
From India, Madras
Acknowledge(0)Amend(0)
Hi,
One of my friends always uses the above format, but his boss consistently feels that his communication is not good. Can someone really help with some valuable suggestions as I really want to help him?
Good day,
Karuna
From India, Delhi
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One of my friends always uses the above format, but his boss consistently feels that his communication is not good. Can someone really help with some valuable suggestions as I really want to help him?
Good day,
Karuna
From India, Delhi
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Hi Gops.... Your tips have been very helpful... Could you also let me know what are the fonts that can be used while writing official mails (other than Verdana).
From United States, Palo Alto
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From United States, Palo Alto
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Hello Gops, Appreciate your work, Need your help in email writing skills,i am working in IBM but my English is very poor.
From India, New Delhi
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From India, New Delhi
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Dear Gops, A useful refresher. V.Raghunathan................................................ Navi Mumbai
From India
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From India
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10 Commandments - for effective eMail Communication.p ps