Email and Phone Etiquette

“Good manners will open doors that the best education cannot!”

Clarence Thomas

Email etiquette tips
Britannica Encyclopaedia defines etiquette as the“system of rules and conventions that regulate social and professional behaviour”.

Email Etiquette Tips:

Email etiquette is nothing but the observation of such system of rules pertaining to the emails on the internet. The following are the simple tips to make your emails to look simplified as well as dignified:

TIPS

1. Subject: The subject of your mail should refer to the body of the mail in a short form. Ex: Resume for the post of Vice President, Marketing or Party at Kumar’s place @ 4 PM etc.

2. Proper addressing of the recipient like Dear Sir/Madam, Hi, Greetings etc should be made depending on the personal or professional relationship with the recipient.

3. The first paragraph should spell out the reason for your mail: for example, “with reference to your letter” “Reference our telecom”, “We would like to introduce ourselves” and “Hi! How are you?” etc.

4. Coming to the matter itself, it should be spelled out in a precise tone, without aggressive tenor, way too many excuses, threatening remarks and the work.

5. Grammatical errors: It is mandatory that you should check your mails for spelling errors and punctuation marks before sending.

6. Keep it precise: Too long a mail, people would get bored, too short, your mail may not convey what you had wanted to, too many enclosures, people would get hassled about and you write too much about yourself, no body bothers to read, except your mom, of course!

7. No Spamming: Do not spam other people’s mail ids. You don’t read the spam mails, do you? Nor do the others.

8. There is no need to add the time and the date in your mails, as by default, the mail will show these details to the receiver.

9. End: At the end of your mail, write your name, your work designation, your complete office address and your phone number, if the mail is official. It would be better if you could fill these details in the signature column in the settings, making the appearance of the details automated.

10. Your personal mail will look nice if you could add a nice quote after your signature at the end of the mail.

11. CapsLock:Typing your mail in ALL CAPS is a criminal offense, unfortunately not recognized by the law, but poses a great strain to the eyes of the reader. That should never be done.

12. Emails should better be used for basic non emotional communication and not for sending the condolence messages, marriage proposals and such important real life details.

13. With today’s technology, it’s easy to copy & paste anything on the mail, thinking that your recipient will enjoy the info. It may not be true. You should control your urge of sharing everything with everyone.

Phone Etiquette Tips:

What you say in between “Hi!” and “Bye” is the most important feature of the phone etiquette

1. Do not bark, repeat, do not bark on the phone if you are upset, irritated or hurt due to some reason.

That is the worst offense as far as the phone etiquette is concerned.Chances are that the person on the other line could turn out to be an important person to you.

2. Do not ever give missed calls on someone’s mobile. If you want to say something to someone, it would be better if YOU call them!

3. Do not repeatedly say the same thing again and again on the phone. Recitation classes are long over in the grown ups world!

4. Try to keep the conversation short and simple. There could be others trying to talk to the person on the other line.

5. Always keep a pen and notepad handy if you may have to note down something on the phone. Keeping the receiver hanging, while you search for the writing instruments may irritate the person on the other end.

FAQs

1. What should I do if the recipient of my mail does not follow the email etiquette?
You can still be polite and show fine manners hoping that the recipient shall take the hint from you.

 

2. Sometimes I shall have to shout on the phone to be heard when I am commuting in the crowded areas or I am in the market place.
Sure the person on the other end shall understand if he is told of the reason. We all go to the market and we all commute to work.

Smita’s Advice

Writing is not enough: you should write in the proper manner. Speaking is not enough: you should speak in a well-mannered way.

Like Thomas Sowell says,

“Politeness and consideration for others is like investing pennies and getting dollars back”.

 Smita Recommends

Watching
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Reading

E-mail Etiquette: 8 Tips to Avoid Communication Blunders

Telephone Etiquette Tips

E book- Email Etiquette Reference Guide

E book- Phone Etiquette Reference Guide

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