how to frame an e mail for maximum impact ?

E-mail Etiquette

Presentation by Sanjay Chaudhary

PU

RP

OS

EP

UR

PO

SE

Personal or Business

Refrain using business email ID for personal usage and vice-versa

SU

BJE

CT

SU

BJE

CT

As important as e-mail itself Subject line determines whether or not the recipient will read

your email or even when he/she read will read it Mails without subject is a ‘Strict NO’ Create multiple email messages with different subjects for a

focused and effective communication

TO

TO

There should be always one "to" "to" is the intended recipient and

primary person whom you addressing

CC

CC

"cc" is collaborator who is "watching" "in the loop“ "cced" persons are expected to acknowledge / respond to within a

reasonable time if "to" recipient is unavailable or unable to respond Any one of the "cced" persons can acknowledge / respond using "reply all“ Acknowledgement should not be done by multiple recipients; just stay silent

when one the recipients have "acknowledged" 

BC

CB

CC

Nice and powerful tool but should be used sparingly Bring it to good use

• Impersonal or informational• Introductions• Mass Mailings

Avoid bcc• Work correspondence• Snitching

BO

DY

MA

ILB

OD

Y M

AIL

Make it personal Use active instead of passive Be concise and to the point Do not write in CAPITALS Answer all questions, and pre-empt further questions Use proper spelling, grammar & punctuation Avoid long sentences Use templates for frequently used responses Use proper structure & layout Read the email before you send it Signature is important

OTH

ER

AS

PEC

TS

OTH

ER

AS

PEC

TS

Answer Swiftly Avoid using URGENT and IMPORTANT Do not overuse the high priority option Do not request delivery and read receipts Do not attach unnecessary files Do not ask to recall a message Do not use email to discuss confidential information Don't reply to spam Add disclaimers to your emails

Thank you for your time and attention.

Hope this helps us going forward…