WOULD YOU MIND?: AN EMAIL ETIQUETTE TRAINING IN THE PHILIPPINES
A Corporate EnterTrainment on Email Good Manners and Right Conduct
This training/workshop is best taken advantage of by:
- Everyone who uses and leverages email at work
To recognize, appreciate, and practice email etiquette both at work and personal email exchanges.
EMAIL ETIQUETTE 101
- What is Email?
- What is Etiquette?
- What is Email Etiquette?
- Why do we Need Email Etiquette?
- Why is Email Etiquette Important?
- What are the Benefits of Email Etiquette for the Company or School?
EMAIL ETIQUETTE RULES:
- Professionalize your free email and make sure it would represent the company well.
- Corporate emails should not be used for personal purposes.
- It is okay for personal contacts to email you using your corporate email but politely ask them not to copy you in emails with it exposed to strangers.
- Know how to open or close your email appropriately.
- Set your system clock right as time stamps are references on emails.
- Use templates for frequently-used responses.
- Refrain from decorating your email with multiple font colors or fancy fonts.
- Answer swiftly and within the next 24 hours.
- Do not attach unnecessary files.
- Compress or zip files before sending them.
- Resize too big or heavy pictures to manageable dimensions before pasting or attaching them.
- Always notify the recipient before sending large attachments (photos, files, etc.)
- Do not overuse the high priority option.
- Do not write in CAPITAL letters.
- Reply from the email thread for related messages/responses.
- Never reply from an old email when the agenda of your message is different.
- Do not reply to all if you were just BCC’d.
- When replying to an email that has multiple recipients in the To:, CC:, or BCC: fields, remove those whom your reply does not apply to.
- Clean up emails before forwarding the content.
- Do not abuse the “Reply to all” feature.
- Talk about one subject or topic per email message.
- Never talk about different subjects per email.
- Set expectations with recipients before sending a series of inter-related emails.
- Be careful with abbreviations, acronyms, and emoticons.
- Do not share hoax or chain emails.
- Never open the attachment of a SPAM.
- Refrain from using acronyms, technical terms, and jargons that the recipient cannot relate to.
- Never assume when it comes to email. Always clarify things to prevent misunderstanding or confusion.
- Requesting delivery and read receipts should be regulated.
- If your recipient did not respond on time, send a follow-up email or better yet, get in touch with the person.
- Be careful with inserting humor in your email.
- Do not ask to recall a message.
- Use ERRATUM emails to correct erroneous previous messages.
- Have the courtesy to confirm receipt of emails in which the sender specifically requested one.
- Be careful with whom you are sharing confidential emails.
- Never email your colleague about personal issues with the supervisor CC’d.
- Never choose which new emails to read first.
- Don’t write your entire message in the subject field/line.
- Never use email stationeries. Keep it plain and simple.
- Avoid using URGENT and IMPORTANT in your subject field.
- Never spread libelous, offensive, racist, or obscene emails.
- Always explain the reason for forwarding unsolicited (not SPAM but not expected either) messages in the workplace.
- Never use a company website’s contact form to offer products and services without permission. Call the party and ask for the concerned person and his/her extensions or email addresses instead.
- Never send email marketing campaigns they may unsubscribe from when they did not subscribe to begin with.
- Don’t entertain unsolicited emails and junk them right away.
- Check your junk items before emptying the folder. A good email might have landed there by mistake.
- Never email somebody when your emotions are heightened.
- Proofread the email for both grammar, punctuation, and tone before you send it.
- Don’t rely too much on emailing. If calling is better or more appropriate, have personal contact instead.
- Double check the email addresses of the recipients in the TO field.
- If you are going to print out emails, clean them first so as to save on paper and ink.