EMAIL RULES

EMAIL RULES.

Introduction. Email etiquette denotes the behavior of a person when writing, answering, and sending emails. Knowing basic email etiquette can ensure that you're perceived as professional and have confidence when writing emails in various settings. Email etiquette is important for several reasons, including that it: Allows you to convey professionalism in a business setting. Confirms your emails are straightforward and easily understood. Reduces the risk of sending inappropriate emails..

HOW TO WRITE EMAILS. 3. It is the way for people to communicate either on a formal or informal basis. Each one of these follows a different structure. Here, we have steps and a sample of each to follow when writing an email , including address, date, salutation, introduction, body, conclusion and closing salutation and signature..

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Salutation of email. A colorful pattern with lines and stripes Description automatically generated with medium confidence.

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Introduction Formal Letter : Kindly be informed. – Formal - Initial email from your side Kindly note that. – Formal - Initial email from your side I hope this email finds you well. – Formal - Initial email from your side I hope your week has been great so far. – Formal - Initial email from your side I hope your week started well. – Formal - Initial email from your side Thank you for the timely response – Formal - Responding to writer. Thank you for contacting – Formal - Responding to writer. I'd be eager to get your advice on – Formal - Responding to writer. I'm writing to - - Initial email from your side..

Body of email. [image] A colorful dots in a white background Description automatically generated.

Conclusion of email. Always necessary in both emails · The last paragraph should conclude the message. I’m looking forward to hearing from you. - Formal I hope to see you soon.- Formal / Informal I’ve no more news now.- Informal I hope to hear back from you. -Informal I am looking forward to meeting/speaking with you – Formal / Informal I hope to receive a response back from you- Formal I would love to hear more from you - Informal Please get back to me as soon as possible/ once you can - Formal Write me and let me know how you are getting on - Informal I must end my message now but will be looking forward to hearing from you - Informal And that would be it for the moment.-Informal Take care and hope to her from you soon – Formal / Informal I appreciate your kind help - Formal Well, that’s all/it for now – Formal/ Informal Thank you for your time.- Formal Have a nice day, (informal) Have a nice weekend -informal).

How do we respond as per the nature of email. 10.

Other email rules:. 11. 1.Only discuss public matters. – Refrain subject of "private" matter. Ask yourself if the topic being discussed is something you'd write on company letterhead or post on a bulletin board for all to see before clicking "send.“ 2. Briefly introduce yourself - If you are uncertain whether the recipient recognizes your e-mail address or name, include a simple reminder of who you are in relation to the person you are reaching out in a formal way. 3. Don't "e-mail angry." - E-mailing with bad news, expressing anger, reprimanding someone, disparaging other people. Always remember that e-mail correspondence lasts forever. 4. Use exclamation points sparingly. The maximum number of exclamation points in a business e-mail? One. Otherwise, you risk looking childish and unprofessional. 5. Be careful with confidential information - Refrain from discussing confidential information in e-mails to wrong person's hands, you could face serious - even legal – repercussions. 6. Respond in a timely fashion. Unless you work in some type of emergency capacity, it's not necessary to be available the instant an e-mail arrives. Depending on the nature of the e-mail and the sender, responding within 2 to 24 hours is acceptable. 7. Refrain from sending one-liners. "Thanks," and "Oh, OK" do not advance the conversation in any way. Feel free to put "No Reply Necessary" at the top of the e-mail when you don't anticipate a response. 8.Avoid using shortcuts to real words, emoticons, jargon, or slang. 9. Keep it clean. Nothing annoys recipients more than when people reply and leave the messages messy. 10. Be clear in your subject line- It should be reasonably simple and descriptive of what you have written about. 11. Avoid subject lines that are in all caps. 12. Your subject line must match the message..

Other email rules:. 12. 13. Send or copy others only on a need-to-know basis. Before you click Reply All or put names on the Cc or Bcc lines, ask yourself if all the recipients need the information in your message. If they don't, why send it? Take time to send your messages to the right people. 14. Beware of the "reply all." Do not hit "reply all" unless every member on the e-mail chain needs to know. You want to make sure that you are not sending everyone on a list your answer-;whether they needed to know or not. 15.Pick up the phone. – Reminder s – maximum 2 ; next step pick up a phone and speak to them. 16. Keep it short and get to the point. 17. Know your audience. Your e-mail greeting and sign-off should be consistent with the level of respect and formality of the person you're communicating with. Also, write for the person who will be reading it - if they tend to be very polite and formal, write in that language. 18. Always include a signature. You never want someone to have to look up how to get in touch with you. 19. Your e-mail is a reflection of you. Every e-mail you send adds to, or detracts from your reputation..

13. THANK YOU!.