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Email Etiquettes

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Akhil Bansal

on 10 January 2011

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Transcript of Email Etiquettes

Em@il Etiquettes hat Are We Going To Talk About Who Am I ? I am an Indian who believes in God
With over 5 years of association with QA InfoTech, I am currently working as a Manager
Driving the efforts to achieve CMMi Certification
Have an experience of working in various domains like e-learning, media, retail, health care to name a few
Managed teams varying from sizes 30 to 2
Worked directly with the client at Farmington Hills, MI
Got my B.Tech (Comp. Sc.) degree from an affiliate of Kurukshetra University

W The Need The Rules Professionalism Efficiency Protection from liability Be sure your name is reflected properly in the From: field. Write Perfect Subject Lines Talk About One Subject per Email Message Only Make sure your e-mail includes a courteous greeting and closing. Helps to make your e-mail not seem demanding. Good Morning ! Greetings ! Hopes this e-mail finds you in good health ! Be concise and to the point. Answer all questions and pre-empt further questions. Punctuation Matters; in Emails Too Where to Put Your Signature Put your signature:

right below the end of your text — in replies as well as in new messages.
If you include original messages using indentation and selective quoting, your signature will usually be right at the bottom of the message.
If you quote lazily by putting your message on top of the (un-fragmented) original message, your signature will usually be between your message and the original message you quote, just above the "--Original Message--" line.


Naturally, positioning your signature in the suggested places, gives you the option to include post-scripts (PS:) right below it. Do not send Huge Email Attachments Take Another Look Before You Send a Message One strategy to avoid misinterpretations is to

allow every message at least some minutes of rest after you have finished it but before you press the "Send" button.
Reread and reconsider the whole message when you return to it, possibly from the recipient's perspective.

It never fails to amaze me how many ambiguities I manage to work into short and simple emails. Murphy's Law: what can be misunderstood will be misunderstood. That's why you should be double careful with everything you write, especially in email. Do not write in CAPITALS Writing in CAPITALS is like SHOUTING Refrain from using the Reply to All feature
to give your opinion to those who may not be interested. Use your email program's Reply to All feature only when

your reply will be necessary to know for the original sender and all people in the original email's To: and Cc: field.

Do not use Reply to All when

only the original sender needs to know your reply,
your comments will be crucial to know for the original sender and a few other recipients,
(Use Reply in this case and add the select other recipients manually. You can copy their addresses from the original email, of course.)
you have been a Bcc: recipient in the original message or
The Bcc: field should only be used to distribute emails while keeping the recipients' addresses confidential or to copy somebody internally, as proof, when delivering an email to the outside, for example. If you reply to all as a Bcc: recipient, you reveal yourself as a recipient. Clean Up Emails Before Forwarding Them Clean Up Emails Before Forwarding Them

Cleaning up such a mess can be cumbersome, but keeping an email clean that you forward initially is easy.

First, make sure you're sharing the email, not the addresses in it by removing all addresses from the forwarded message.
Of course, there are exceptions. In particular, when the list of who participated in a discussion is an important part of the information you are forwarding, it makes no sense to remove the addresses.
Then, clean up the message itself if it contains unnecessary '>' characters or messed up line breaks. Email cleanup utilities can do this nasty work for you.
Place any comments you have after or (preferably) before the forwarded message, but try to avoid mixing forwarded text and comments. Set Your System Clock Right Most of my mailboxes are sorted by date, so that I can read and answer messages in the order they were sent. I bet most of your mail folders are organized in a similar way.

Time and again a new message appears in between the old ones. Of course I only realize that a lot later and by accident. Most of these stray messages are spam, but sometimes an important message comes with a wrong date, too. Just because someone doesn't ask for a response doesn't mean you ignore them. Always acknowledge emails from those you know in a timely manner. Do not overuse the high priority option By overusing this, or the high priority button, just like the boy who cried wolf, it will lose its function when you really need it. Don't leave out the message thread Thank Y u Take care with abbreviations and emoticons ETA PFA :-) :D EOD :X Do not use email to discuss confidential information. Username: akhilbansal Password: Qa!nf0+ech Good
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