Even if you’re not the world’s greatest writer, you should still learn how to write effective emails. It’s absolutely essential if you want people to take you seriously. Here are few guidelines that you should follow for better communication.

1. Email Etiquette
Key To Effective Communication
By Monika Dhoundiyal
Human Resource Manager

2. Why is email etiquette important?
1. It conveys a more appropriate image for your company.
2. Efficient emails get to the point and are more effective.
3. It shows respect for your fellow email users.

3. Writing An Email

4. Start with a salutation
• Dear Mr. James, or Dear Professor
Smith, (for someone you don’t know
well, especially if they’re a superior).
• Dear Joe, or Dear Mandy, (if you have
a working relationship with the
person).
• Hi Joe, Hello Joe or just the name
followed by a comma (Joe,) if you
know the person well.

5. Be concise and to the point

7. Use proper spelling, grammar &
punctuation

8. Do not write in CAPITALS

9. Take care with abbreviations and
emoticons
Subject: F2F Mtg Req
Am req a F2F w/ u ITNF, 2 discuss
upcoming PRs. R U available on
Mon @ 3? Pls lv a msg on my vm,
as I w/b OOO.
Subject: Face to face Meeting Request
I am requesting a face-to-face
meeting with you in the near future to
discuss upcoming performance
reviews. Are you available on Monday
at 3:00? Please leave a message on
my voice mail, as I will be out of the
office.

10. Use a meaningful subject
Examples of Bad Subject Lines.
1. Customer query
2. Help needed
3. A tough problem!
4. Very important
5. Please read
6. Reply immediately
7. Request for information - URGENT!!
8. URGENT URGENT URGENT!!!

11. Examples of bad subject lines used by
Hanna employees
Subject Line Inside Matter
India in trouble Article on India’s falling growth rate
Contacts Email contained the employee contact list
I am back Resumed the duties after a leave
MTC AND ATC Technical note on Automatic Temperature
Compensation and Manual Temperature
Compensation
FYR Document attached for reference
Hanna Instruments: Visit
our stall at INDIA WATER
EXPO 2013 at Gujarat
University Exhibition Hall,
Ahmedabad
Exhibition Invitation to customer

12. Be careful with styling and formatting
1. Use professional font
2. Avoid using multiple colors
3. Do not use patterned backgrounds
4. Use formatting like italics or bold
fonts sparingly

13. Use a sensible email signature
An email signature should include your name, position, company
name, address, phone number, email address and website details.

14. Examples of bad email signatures

15. Do not attach unnecessary files

16. Replying To An Email

17. Answer swiftly
Answer all questions, pre-empt further questions
Do not overuse reply to all
Refrain from sending one-liners

18. Sending An Email

19. Do not overuse the high priority option
Send or copy only on a need to know basis
Use the Bcc field or do a mail merge
Read the email before you send it

20. Other Things To Remember
1. Do not use email to discuss confidential /
personal matters
2. Never try to resolve a conflict via email
3. Don't write when you're angry
4. Pick up the phone

21. Good Email Etiquette Costs Nothing
And Is Worth A Lot