E Mail Netiquette

0 %
100 %
Information about E Mail Netiquette

Published on October 31, 2007

Author: vikramrajan

Source: slideshare.net

Description

Do's and Dont's for E-mail

E-mail & “Netiquette” Re: how to be an e-professional….

What’s e-mail netiquette? “ Netiquette” is a contraction of “Internet etiquette.” Today, we have to be as professional through e-mail as we would be in person. In fact, we have to be extra careful and polished through e-mail & on the Internet for many reasons: It’s more difficult to imply emotional intent (i.e., tone). It’s easier to make abhorrent mistakes we cannot take back. (‘Send’ means SENT!) E-mail and text messaging often encourages others to be informal, casual, and to assume privacy.

“ Netiquette” is a contraction of “Internet etiquette.”

Today, we have to be as professional through e-mail as we would be in person.

In fact, we have to be extra careful and polished through e-mail & on the Internet for many reasons:

It’s more difficult to imply emotional intent (i.e., tone).

It’s easier to make abhorrent mistakes we cannot take back. (‘Send’ means SENT!)

E-mail and text messaging often encourages others to be informal, casual, and to assume privacy.

It’s not just WORK E-MAIL Yes, the following thumb-rules applies to our work, professional e-mail. (These are probably good ideas for your personal e-mail as well.) And you must also be professional through: Text messaging Instant Messaging Personal cell phone Portal forums, blogs, discussion rooms Work Voice-mail.

Yes, the following thumb-rules applies to our work, professional e-mail.

(These are probably good ideas for your personal e-mail as well.)

And you must also be professional through:

Text messaging

Instant Messaging

Personal cell phone

Portal forums, blogs, discussion rooms

Work Voice-mail.

General e-mail etiquette Do not type IN ALL CAPS … - Some people feel it “sounds like shouting.” Do not type in all lower case… - It may be okay with friends, but it’s unprofessional to not respect standard grammar, punctuation, and capitalization. 3. Similarly, do not use any abbreviations not typically found in formal business letters or articles.

Do not type IN ALL CAPS …

- Some people feel it “sounds like shouting.”

Do not type in all lower case…

- It may be okay with friends, but it’s unprofessional to not respect standard grammar, punctuation, and capitalization.

3. Similarly, do not use any abbreviations not typically found in formal business letters or articles.

Sending e-mail If responding to everybody, please make your response is worthwhile to everybody… That is, do not click “reply all” unless your response concerns everybody on the e-mail list. In the subject field, write a summary statement of the e-mail, and/or action. Do not leave the subject field blank! … Especially when sending an attachment. Describe what the attachment is about… And make sure the attachment is clean of viruses. … E-mails with attachments notoriously end up in Junk Mail Folders… so follow up and/or notify by telephone. Do not send company documents to those outside the organization, not explicitly authorized to receive company-developed documents.

If responding to everybody, please make your response is worthwhile to everybody… That is, do not click “reply all” unless your response concerns everybody on the e-mail list.

In the subject field, write a summary statement of the e-mail, and/or action.

Do not leave the subject field blank!

… Especially when sending an attachment.

Describe what the attachment is about…

And make sure the attachment is clean of viruses.

… E-mails with attachments notoriously end up in Junk Mail Folders… so follow up and/or notify by telephone.

Do not send company documents to those outside the organization, not explicitly authorized to receive company-developed documents.

More e-mail sending etiquette Do not send too many e-mails to the same person in one-day; rather, summarize your thoughts and send a few. Always include your alternate professional contact information with your professional e-mail signature. Do not include controversial quotations, unprofessional imagery, etc. in your professional e-mail signature. Do not forward chain letters and non-work related requests through company e-mail, to co-workers or to friends (using work e-mail). Do not make statements which may be insensitive, or require sarcastic or humorous interpretation. Smiley faces and other “emoticons” are not professional 

Do not send too many e-mails to the same person in one-day; rather, summarize your thoughts and send a few.

Always include your alternate professional contact information with your professional e-mail signature.

Do not include controversial quotations, unprofessional imagery, etc. in your professional e-mail signature.

Do not forward chain letters and non-work related requests through company e-mail, to co-workers or to friends (using work e-mail).

Do not make statements which may be insensitive, or require sarcastic or humorous interpretation.

Smiley faces and other “emoticons” are not professional 

E-mail privacy Unless you intend to share e-mail addresses, most people appreciate you respecting their e-mail address privacy: Hide them on the BCC: field (blind carbon copy), not on TO or CC: Everything said in e-mails is “on the record” … and archived. E-mail in the workplace should be monitored by management; company policy applies to e-mail as well… Do not engage in unethical behavior, or e-mail comments that can be construed as such. Sending unsolicited e-mails to anybody (outside the office) you do not know personally is considered “spam” or junk e-mail (which is illegal, and annoying). Begin an e-mail as politely as you would a formal business letter, e.g. begin with salutations (for example, “Good Morning”) and end with a proper closing (for example, “Thank you”).

Unless you intend to share e-mail addresses, most people appreciate you respecting their e-mail address privacy: Hide them on the BCC: field (blind carbon copy), not on TO or CC:

Everything said in e-mails is “on the record” … and archived.

E-mail in the workplace should be monitored by management; company policy applies to e-mail as well…

Do not engage in unethical behavior, or e-mail comments that can be construed as such.

Sending unsolicited e-mails to anybody (outside the office) you do not know personally is considered “spam” or junk e-mail (which is illegal, and annoying).

Begin an e-mail as politely as you would a formal business letter, e.g. begin with salutations (for example, “Good Morning”) and end with a proper closing (for example, “Thank you”).

Receiving e-mail Check your e-mail frequently through the everyday. Turn off the chime for new messages, in your e-mail inbox settings. It may be disturbing to others nearby. It will distract your concentration & focus. Check your junk e-mail folder often. Important e-mails may end up there accidentally. Respond to the sender as quickly as stated in the e-mail, or as expected. Do not check your e-mail (or text messages) during business meetings (unless work-related and/or urgent). Do not open unsolicited attachments, unless you know its contents.

Check your e-mail frequently through the everyday.

Turn off the chime for new messages, in your e-mail inbox settings.

It may be disturbing to others nearby.

It will distract your concentration & focus.

Check your junk e-mail folder often.

Important e-mails may end up there accidentally.

Respond to the sender as quickly as stated in the e-mail, or as expected.

Do not check your e-mail (or text messages) during business meetings (unless work-related and/or urgent).

Do not open unsolicited attachments, unless you know its contents.

Website forum, blog, on-line profile etiquette Do not make any disparaging or offensive comments through our portal or any public forum. It is not appropriate to comment on HGA-Quest current, past, or future business in any public setting; refer all questions/inquiry to HR and/or our Communications departments. Do not host any lewd or offensive language or imagery on your workplace or any other public profiles. Do not invite any co-workers, vendors, or customers to your personal websites or on-line communities. Grammar, spelling, and proper language will always present you in the most professional manner. It is not appropriate to e-mail personal relationships, text message, instant message, or update your profiles during work hours.

Do not make any disparaging or offensive comments through our portal or any public forum.

It is not appropriate to comment on HGA-Quest current, past, or future business in any public setting; refer all questions/inquiry to HR and/or our Communications departments.

Do not host any lewd or offensive language or imagery on your workplace or any other public profiles.

Do not invite any co-workers, vendors, or customers to your personal websites or on-line communities.

Grammar, spelling, and proper language will always present you in the most professional manner.

It is not appropriate to e-mail personal relationships, text message, instant message, or update your profiles during work hours.

“ Netiquette” helps us all… By following these simple thumb-rules you will convey your professionalism. Your professionalism reflects well during your review process, as well as on your whole team, department, and organization. Enjoy showing off your personality as you practice good “netiquette.” And encourage your colleagues & friends to do the same! Don’t assume they’ve taken a course on it! Consult your Employee Handbook and Human Resources with your specific professionalism & etiquette questions.

By following these simple thumb-rules you will convey your professionalism.

Your professionalism reflects well during your review process, as well as on your whole team, department, and organization.

Enjoy showing off your personality as you practice good “netiquette.”

And encourage your colleagues & friends to do the same!

Don’t assume they’ve taken a course on it!

Consult your Employee Handbook and Human Resources with your specific professionalism & etiquette questions.

Add a comment

Related pages

Netiquette – Wikipedia

Unter der Netiquette ... Katja Cronauer: Kommunizieren, organisieren und mobilisieren über E-Mail-Listen, Mail-Aktionen für AktivistInnen.
Read more

netplanet - Netiquette im Internet - Netiquette in E-Mails

Die E-Mail ist die meistgenutzte Kommunikationsform im Internet und gleichzeitig der Ursprung von vielen Missverständnissen und Problemen. Das beginnt ...
Read more

Netiquette, - www-kurs.de

Smilies& E-Mail-Kürzel Spam-Mails Netiquette: Netiquette Stand: 2015-09-11. Seit Knigge weiß man, dass man z.B. nicht ins Tischtuch schneuzt.
Read more

Netiquette - CCINFO

Netiquette - Benimmregeln für's Internet Netiquette ... Keine HTML-Mail Im Internet üblich sind ASCII-Texte als eMail, d.h. reiner Text ohne Schnörkel.
Read more

netplanet - Netiquette im Internet

Die Netiquette ist das älteste und beste Beispiel für die Selbstregulierung innerhalb der Internet-Community.
Read more

Netiquette - uni-leipzig.de

... oder Mailinglisten, geschrieben, gelten aber sinngemäß auch für andere Kommunikationsmethoden, wie z.B. Chat, Mail, World Wide Web. ...
Read more

E-Mail-Netiquette (E-Mail-Knigge): So hinterlassen Sie ...

Hier erfahren Sie die besten Tipps, wie Sie mit Ihren E-Mails einen guten Eindruck hinterlassen, also E-Mail-Netiquette.
Read more

E-Mail-Netiquette: E-Mail-Netiquette - computerwoche.de

Als das Internet beziehungsweise die E-Mail-Kommunikation laufen lernte, gehörte es zum guten Ton, einige Benimmregeln zu beachten. Diese sind im Lauf der ...
Read more

8 Regeln der E-Mail-Netiquette - cio.de - IT-Strategien

Zum Thema 16 Schreibtipps: Kleiner Knigge für mehr E-Mail-Erfolg Den Job im Reisegepäck: E-Mails bearbeiten statt Strandlektüre Abwesenheit im Urlaub ...
Read more

Nie mehr als 12 Zeilen: 8 Regeln der E-Mail-Netiquette ...

E-Mails sind häufig der falsche Weg für eine Nachricht. Ein Coach verrät, wann man lieber anrufen sollte und erläutert, wie die perfekte E-Mail aussieht.
Read more