Hide Notes 

Slide 1: 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
Slide 2: Email Etiquette MMM Training Solutions Contact: Pramila Mathew Mobile: +91 98409 88449 Website: www.mmmts.com
Slide 3: E-MAIL ETIQUETTE Writing Powerful Messages
Slide 4: 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” – E.g.: “John” • Informal greeting – Use only first name • Casual Greeting – Use full name without title – E.g. “John Smith”
Slide 5: Closing • 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.
Slide 6: Spacing • 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.
Slide 7: 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.
Slide 8: 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.
Slide 9: CC’s • 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.
Slide 10: Forwarding • 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.
Slide 11: Contact Information MMM TRAINING SOLUTIONS 59/29, College Road, Nungambakkam, Chennai – 600006. Landline: +91-44-42317735 Website: www.mmmts.com Pramila Mathew - Training Consultant and Executive Coach Mobile: +91-9840988449; E-mail: Pramila.Mathew@mmmts.com Vikas Vinayachandran - Training Consultant Mobile: +91-9840932894; E-mail: Vikas@mmmts.com