Email etiquette
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Email Etiquette - PowerPoint PPT Presentation

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The Business Email Writing Program & Communication Skills Training conducted by us teaches the established rules for business email etiquette. Effective business writing helps improve productivity.

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Email Etiquette

  • Training Topics:

    • E-Mail Etiquette

      • General etiquette

      • Sending effective messages

      • Form and tone of the messages

      • Responding to messages

      • Organizing the different parts of an email

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Email Etiquette

MMM Training Solutions

Contact: Pramila Mathew

Mobile: +91 98409 88449


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Writing Powerful Messages

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Parts of an E-Mail

  • Greeting

    • Using a name in the greeting:

      • Ensures recipient that message is for him/her

      • Is a social nicety

      • Develops rapport & connection

      • Creates a more professional impression

    • Deciding on the title:

      • Formal greeting – Use Mr. or Ms.

        • E.g.: “Mr. John Smith” or “Ms. Sager”

      • Informal greeting – Use only first name

        • E.g.: “John”

      • Casual Greeting – Use full name without title

        • E.g. “John Smith”

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  • Choice of words:

    • Use “Sincerely” or “Regards”

  • Punctuation in closing:

    • Use comma

    • E.g.: Sincerely, Regards,

  • Details about signature blocks:

    • Best position is at the end of the message.

    • Ideal to use four or fewer lines.

    • Provides ways to “find” you other than replying to the email message.

    • People can trace you even if your message was forwarded.

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  • Spacing the Greeting:

    • Use a double space between the greeting and message.

  • Spacing the Message Body:

    • Sentences within a paragraph are single spaced

    • Use a double space to separate between paragraphs.

    • Do not indent the paragraphs.

    • Use a double space between the last sentence and the closing.

  • Spacing the Closing:

    • Use double space between the closing and the beginning of signature block.

    • Use single space within the signature block.

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Subject Line

  • How do you ensure that your email is opened?

    • By using a good choice of wording in the subject line.

  • What is the purpose of the subject line?

    • To allow the reader to see at a glance what the message is regarding.

    • It serves as gatekeeper, determining whether the message is viewed by the recipient.

  • How important is the subject line?

    • The subject line is vital! It’s arguably the most important line you write in an email.

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Replying to Email

  • Two ways to reply:

    • Maintain the “thread”.

      • Use this to reply to the message.

    • Create a new message.

      • Use this when addressing a new topic.

  • 2 reply buttons:

    • “Reply”: When you press the “Reply” button, the response goes only to the original sender.

    • “Reply All”: When you press the “Reply All” button the response goes to all the people who received the original message.

      • This is only an option if the mail was “CC’d” to others apart from you.

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  • CC’s: stands for Carbon Copy:

    • Decide who needs to get a carbon copy.

    • Sending every email to your superiors to create an impression will only create irritation.

  • Multiple Recipients:

  • When sending group emails:

    • Group all people in the same category under one name.

    • When creating a mail only the name of the group will be visible in the “To” line.

    • This provides privacy to the recipients.

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  • Disadvantages of Forwarding:

    • Violation of privacy

    • Too many addresses make the message cumbersome

  • 2 options regarding forwarded messages:

    • Forward the message after deleting the list of addresses

    • Copy the information and paste it into a new message window.

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Contact Information


59/29, College Road,

Nungambakkam, Chennai – 600006.

Landline: +91-44-42317735


Pramila Mathew-Training Consultant and Executive Coach

Mobile: +91-9840988449; E-mail: [email protected]

Vikas Vinayachandran-Training Consultant

Mobile: +91-9840932894; E-mail: [email protected]