Here’s a scenario where the knowledge of e-mail etiquette can be helpful.
Ruchi just got an on-campus placement at a Multi-National Company. When she passed out from college, she joined the company. It was her first day in MNC. In the office, she was assigned a task. Ruchi was told to submit the work by the end of the day. She was supposed to e-mail the work done to her boss.
Now, the challenge before Ruchi was, how to write an e-mail.
Though she completed her B.Tech, writing an e-mail was not taught in college. This becomes a challenge for her. By the end of the day, she was like, Oops! Itni padhai kar li college mein chaar saal lga ke, ye to kisi ne sikhaya hi nhi.
Folks! This is a common problem faced by all freshers. Today, we will learn about e-mail etiquette.
Let’s understand the meaning of e-mail first
E-mail is a method of sending electronic messages from one computer to the other. The full name of e-Mail is Electronic Mail. Quite a basic understanding right? We are sure you know this but we try to keep it from basic.
Earlier, e-mail was meant for computers only. But with the passage of time and with Smartphones in use, the meaning of e-mail changed to some extent. Now, e-mail is a method of exchange of messages among people using electronic devices.
Next, we will understand the meaning of Etiquette
1. Etiquette is a formal behaviour that one has to adopt while dealing in society, with people and at the workplace.
2. Etiquette is a code of conduct one has to follow in formal gatherings.
3. Etiquette is formal mannerism i.e. manners one has to follow while dealing with people.
4. Etiquette means some rules to comply
Have you ever noticed a difference while you are at home and in the office?
Ghar mein gussa aaya chhote bhai bahan par, nikal diya. Ghar pahunchate he joote utare aur fenk diye. Kapde bed p pade hei. Study table par cheezen bikhari padi hein. Rishtedaar aa jatein hein ghar par. Aapko nhi pasand. Aap baat nhi karogee unse.
Ok, no issues, just take a chill pill.
Now, look at the other part of the scene. You are in the office.
Aapko aapke boss ne daat diya, kya aap ladoge unse? Aap apna working area kya faila ke rekhodge? Aapki banti nhi apne kisi colleague se, kya aap tu tu mein mein karoge us se? Nhi, ye sab workplace par possible nhi hei.
If you don’t like a colleague of yours, will you stop talking to him? Not possible.
There is a big difference between home and workplace.
At home, we have close relationships. A home is a casual place. We can talk to our family members with love, hatred, politeness whatever way we want.
But at the workplace, we can’t behave in an arbitrary way. We have to follow some rules. There is a code of conduct to be followed by everyone in the office. We need to behave in a proper manner. This is called Etiquette.
E-mail Etiquette means rules to follow for writing an e-mail. It is a formal way of writing an electronic message. This is a standard format for e-mail. One has to follow the standard format while writing an e-mail.
Let’s have a look at the e-mail Format
- Body of the e-mail
We will move step by step
The first part of the e-mail starts with To……
Here you have to write the e-mail Id of the person to whom you are sending the e-mail.
Jaise aap kisi k ghar jate ho to uske ghar ka address le k jate ho. Isi tarah email id bhi usk electronic ghar ka pata hei.
You should have the e-mail Id of the concerned person to whom you want to send an e-mail.
2. Subject Line
Jab aap kisi k ghar jate ho, to kisi kam se jate ho means koi purpose hota hai jane ka. So, in the same way, there is a purpose or motive behind every e-mail you are writing.
So, write that purpose/motive in the Subject line. The subject line should be short. It should be around six words.
For Example, You are sending your daily report to your boss. Then, you will write a Daily Report in the Subject Line.
You are sending Sales data for the month of July 2021. Then, you will write, Sales Data of July 2021 in the Subject Line.
It means a set of words used to address someone.
- For unfamiliar people/ you don’t know the names of, use
“To whom It may concern” or
“Dear Sir/ Madam”
- For senior officials, use, “Dear”
Then write “Ms., Mr., Dr”
Then the name of the person
For Example, Dear Mr. Sharma,
Dear Dr. Gupta
Dear Ms. Kapoor
You can write “Hi” while writing an e-mail to your colleagues. Never use nicknames in an e-mail. This is one of the basic e-mail etiquette.
4. Body of the e-Mail
(A) Opening of e-mail conveys the reason for your e-mail. If you are writing an e-mail to a stranger, then introduce yourself first.
(a) My name is ….. and this email is with reference to…….
For Example – My name is Rakesh and this e-mail is in reference to what we had discussed regarding the purchase of our products.
(b) This is with reference to…………
Example- This is with reference to the marketing budget for the fiscal year 2022-23 as discussed in the meeting.
(B) Your response/concern/question in the e-mail should be comprehensive.
(C) Closing of the body depends upon the nature of the e-mail
- If you are asking a question, close it like this-
“Hope to have an answer from you soon” OR
“Looking forward to hearing from you soon”
- If you are giving a reply to any questions asked in an e-mail, write
“Hope I have sufficiently answered your query/doubts”
5. Signature of the e-Mail
End your e-mail with
Warm Regards, Regards, Best Regards, Or simply Thanks.
Use your full name below.
You can add your phone number as well.
If you are writing an e-mail on behalf of an organization/ business, mention the name and contact number of the organization/business.
If you are writing an e-mail on behalf of your employer, mention his name and contact number.
You can make the Signature part more attractive by using coloured fonts, but it should not be flashy.
Here are a few more samples to help you understand e-mail etiquette better.
This was just a basic understanding of e-Mail Etiquette & Writing. For professional training & certification, connect with our team.